Section 1 - Administration{
J
SECTION 1
ADMINISTRATION
8
Gilroy Police Department
7301 Hanna Street
Gilroy, CA 95020
General Information
Records Dept.: 0600- 2400hrs
Public Hours: 0700- 1900hrs
Police Reports must be ordered in advance. The cost is .10c per page. It can be
picked up or mailed.
Bicycle Licensing can be obtained Monday thru Friday, there is no charge.
Tow Hearings are by appointment only through the Records Department.
Fingerprinting is done through the Sheriff's Office in Morgan Hill.
Dog Licensing is done through Petdata.org (800)738 -3463
Vin Verifications are done during normal office hours. Cost: $40
Main Department Phone Extensions
Administration
310
Detectives
Chief Turner
315
Sgt. Stanford
331
Capt. Smithee
329
Cpl. Matsuhara
425
Capt. Svardal
322
Ballard
332
Capt. Deras
323
Basuino
333
Capt. Espinoza
367
DelMoral
334
Press Line
347
Cryar
335
Nonie Barbieri
316
Jenkins
336
Annette Romero
377
Rachel Munoz
524
Jail
360
Maria Cabatingan
338
MSO
364
Maribel Gutierrez
523
Property & Evidence
567
Steve Baty
353
Records
300
W/C
319
Parking
320
Sergeants Office
489/490
Corporals Office
318
Kitchen
321
Report Writing Office
317,326,327
344,466,469
Men's Locker Room
363
495,496,497
Women's Locker Room
375
Communications
350
Graffiti Hotline
395
Fire - Main Number
370
Chestnut
390
Traffic Department
Las Animas
391
Sergeant Ashley
521
Sunrise
378
4
r_
Supplies
First Aid Kit
There are several basic lst Aid kit locations within the police department
building; Communications (in the mailroom) and lunchroom.
If any of the items begin running low, please send an email to-Communications,
so that Communications Supervisor /Senior PSC can replenish those supplies
and so that all Communications staff is aware that it has been addressed.
Office Supplies
There are two office supply locations in the police department building:
Communications (in the mailroom) and in the Records Department Supply
Room.
If any of the items begin running low, please send an email to Communications,
so that Communications Supervisor /Senior PSC can replenish those supplies
and so that all Communications staff is aware that it has been addressed..
Refuge Room
The Refuge Room is also used as a supply room, but not office supplies. This
room is used specifically for headsets, headset parts, coffee & other coffee
related supplies. The Refuge Room also houses our Christmas decorations and
various other items.
There are a set of red lockers as well, each PSC has been assigned one for their
use.
10
UNIFORM POLICY
All communications personnel shall maintain and wear approved uniform
at all times while on duty. All communications personnel are required*to
maintain a serviceable duty uniform regardless of assignment. All
uniform articles shall conform to the specifications set forth in these
standards. Only approved uniforms and equipment shall be worn or
used, unless otherwise authorized by the Communications Supervisor or
Chief of Police.
Personnel shall provide and maintain in a clean and serviceable condition
such articles of duty uniform, other clothing, and /or equipment as is
prescribed and .authorized for the duty to which they are assigned. All
uniforms shall fit properly and be in good repair.
Uniforms are not required on "Free Dress' days. Free Dress days are
weekends (beginning Friday at 1500hrs and ending Monday at 0700hrs,
all city observed holidays, as well as National Dispatcher Appreciation
Week.
Uniform Shirt: Uniform shirts shall be white, long or short sleeved,
military pressed, convertible collar, badge tabs, with two plain flap patch
pockets. They shall have approved GPD patch on each sleeve.. All
communications personnel shall maintain at least one uniform shirt.
Uniform Polo: Uniform polo's shall be gray, black, navy blue, red or white
in color. Must have approved 911 communications patch on left front
breast.
Uniform Trousers: Trousers, skirt or shorts shall be navy blue or black,
wool or blended.
Footwear: Solid black leather shoes or boots and black or navy blue socks
will be worn while in uniform.
Uniform Jacket or Sweater: Black or navy blue, nylon lightweight jacket
with GPD /GFD patches on sleeves. Sweater or sweatshirt, black, navy
blue, gray with GPD /GFD logo may also be worn.
In keeping a neat, professional environment in the Communications
Center, every PSC is to report to work neat and clean. Occasionally PSC's
are allowed to have "free dress days ". Casual attire is allowed on these
days; no halter tops, low cut shirts/blouses, torn pants, bare feet or
thong sandals are allowed. Clothing with sexual or racial material is also
unacceptable.
11
SHIFTS
Communications currently consists of two basic shifts with an occasional
overlap shift that is used when staffing in sufficient. Special events and
some holidays also call for additional personnel.
Day Shift 0700 -1900
Grave Shift 1900 -0700
PSC's will report to, and be ready for, work to relieve the previous shift
no later than their respective start times. If possible, it is requested that
PSC's attempt to arrive at least 5 minutes before their shift for a quick
briefing.
SHIFT BIDDING
Shifts rotate twice a year (usually beginning the first Monday of January
and July). In October a shift bid is completed for both rotations for the
entire year. Bidding for both rotations will occur at this time. Bidding is
done on a seniority basis. In rare cases due to training needs, there may
be an administratively assigned shift. However, should this be necessary
it shall be announced in advance of the shift bid with significant
forewarning to allow everyone the necessary time to bid accordingly.
SHIFT TRADE
With the agreement of both parties, PSC's may trade partial or full shifts
as long as they are both in agreement. An email of such agreement will
be sent to the Communications Supervisor and Senior PSC.
SICK LEAVE
Sick leave is accrued at the rate of 8 hours per month. Any unused sick
leave is carried over into the following year.
SICK CALLS
When a PSC reports in sick for his/her shift, the on -duty PSC will attempt
to find coverage for the shift by first calling (by seniority) the PSC's who
are on their days off and then P/T staff members. If they are still unable
to find coverage one of the on -duty PSC's will have to hold over from
their shift and another PSC will have to early in, in order to fill the gap. If
there is still a problem in finding coverage, the Communications
Supervisor (or in his/her absence, the Sr. PSC) will be called and if
necessary a PSC will be ordered to stay or be ordered in to work _(this is
usually done by seniority).
12
REPORTING ABSENT
If a PSC needs to report sick for work, whether for a family member being
ill or for a personal illness, they must notify Communications at least
two hours prior to the start of their shift, if possible. It is understood
that in certain situations it is not possible. Two hours advance notice is
requested so that adequate time is given in trying to find coverage for
that shift. Always advise whether it is personal sick or family sick.
(Refer G.O. 4.2 for further information)
PSC taking the phone call will create a "SICK" call. in CAD, documenting
the call. They will also time stamp and. fill out a TIME REPORT, placing it
in the employees' mailbox to, upon their return, sign and submit to
supervisor.
TARDINESS
Always keep in mind that if you are going to be late, this will mean that
someone has to stay late until you arrive. If there is even a possibility
that you may be late, advise Communications and give them an
approximate time they can expect you. Chronic or patterned absence
could lead to disciplinary action.
13
VACATION BIDDING
911 COMMUNICATION CENTER
Master Vacation, Vacation,
Discretionary Time -Off
Selection
Adopted: May 5, 2004
By Order Of
Gregory J. Giusiana
Chief of Police
PROCEDURE:
Vacation is an important employee benefit. The City Of Gilroy's 911 Communication
Center recognizes its role in maintaining employee morale, providing for personal
needs and assisting with revitalization. The department will make a concerted effort
to accommodate employees' vacation needs. This procedure provides vacation
selection guidelines for department members in order to seek a balance between
departmental staffing requirements and the vacation needs of each employee. This
procedure is an addendum to Gilroy Police Department Procedure Order PO 4.6
Vacation Selection and Procedure Order PO - 4.3 Discretionary Time -Off. This
addendum is specific to the 911 Communication Center.
PROCEDURE:
1. SELECTION PROCESS
A. There will be two time periods for making selections. The initial
master vacation selection period begins in October and covers the
time period from January Shift Change of the upcoming year thru
January Shift change of the next year.. All other requests will be
considered as vacation /discretionary time -off and will be made during
the 60 day period described in Section G.
Master Vacation Selections during the initial selection period will be
made directly on the master vacation schedule. Selections during the
dated master vacation period shall be made within 2 working days of
the Master Vacation Schedule being given to them.
B. Master Vacation Selections made during the initial selection period
shall be made on the basis of rank and time in rank. Personnel
14
having the greatest tenure in rank will have priority. Public Safety
Communicators will select their vacation on the basis of seniority. If
seniority is equal, low badge number shall have priority.
C. Initial selections will either be approved, tentatively approved, or
denied. Approved selections are protected as described in Section II
B. Tentatively approved selections will be given first consideration for
time off provided that there is sufficient staffing to allow the
vacation leaves.
D. A maximum of 1 person will be allowed off on all City recognized.
Holidays :
New Years Day
Martin Luther King Jr Day
President's Day
Memorial Day
Labor Day
Veteran's Day
Thanksgiving Day
Day following Thanksgiving
Christmas Day
The above also pertains to:
Easter
Halloween
Christmas Eve
New Years Eve
The exceptions to the above are the 3 days of Garlic Festival and the
41h of July where no one will be allowed off ; as well as other days
determined by Administration at the start of the year. During all of
the above, Senior PSC's are included in the maximum of 1 person
being allowed off. If an employee is off on Master Vacation and a
City Holiday and /or Special Day listed above, falls on the employee's
day -off no one else will be allowed to take that time -off.
E. Only 1 person per shift will be allowed off on Master Vacation with a
maximum of 2 people being off on the days that do not fall under the
description in Section D above. PSC's that are attending trainings (ie
schools, police and fire trainings) are included in the maximum
number of PSC's being off.
F. The completed vacation selection schedule is subject to approval by
the Communication Supervisor.
15
G. After the initial Master Vacation Selection period, additional
i Vacation/Discretionary Time -Off requests will be accepted
on a first come first served basis. These requests shall be submitted
60 days prior to the day requested off and they will be time stamped.
Any requests submitted prior to the 60 days will not be accepted and
returned. Requests submitted less than 60 days prior will be
considered on a case by case basis. All such requests will be added to
the master vacation calendar as well as the time -off book showing the
date of the request. They are treated as tentatively approved
requests. No Vacation/Discretionary Time -Off will be allowed when
the PSC's days -off fall on one or more of the days listed in Section 1
(D) and those days fall within the middle of the PSC's Master Vacation
Selection.
In the event of a conflict, the following order shall be used for the
approval of vacation requests:
1. Approved vacation selections
2. Tentatively approved vacation selections
3. Dated vacation selections
If there is a conflict between two tentatively approved selections,
rank then seniority will be used to determine priority. If there is a
conflict between dated vacation selections, the earliest date of
request shall have priority. If both requests were made on the same
date, rank, then seniority will be used to determine priority.
II EMPLOYEES' CONSIDERATIONS FOR VACATION USAGE
A. Amount of Vacation Requested - an employee may only request the
amount of vacation time that has been accrued or that will have been
accrued at the time of the Master Vacation/Vacation that is being
requested. Additional vacation may be requested once the entire unit has
made their selection.
Employees may select only one block of time for their first and
subsequent choice. A block shall minimally consist of 40 hours
and have no maximum amount of hours. Once all the employees
first selections have been placed on the master vacation schedule,
the procedure will begin again with the second. If during the initial
selection period, the employees first choice cannot be approved it
will be tentatively approved.
Employees shall take the time off which has been approved on the
master vacation schedule. In no case shall an employee select a
block of time, and then take only selected days off within that
16
block (i.e. select two weeks during the Christmas /New Year
Holiday, then take only the holidays off during those two weeks).
B. Cancellation - vacation time that has been selected and approved
during the yearly master vacation selection process will not be
canceled by management unless there is a natural disaster, civil
emergency or other evert requiring maximum communication
resources.
Vacation time that is not requested (and approved) during the
annual master vacation selection process is not entitled to the
same protection as above. While employees may have a reasonable
expectation to use such vacation once approved, the vacation may
be canceled for emergencies or minimum staffing needs. In all
cases, cancellations will be a last resort and management will try to
accommodate the employee's needs. Vacation requests as
described in this paragraph shall be approved by the Senior Public
Safety Communicator or Communications Supervisor.
C. CTO Usage - Upon return from Master Vacation/Vacation Time -
Off, an Employee may request that the supervisor review the
vacation time taken and if no overtime was used to backfill the
employee on vacation then CTO time may be authorized to be used
for that "time" during the vacation. For Vacations that cover the
time period that timesheets are due, the employee taking the
vacation will E -mail both their Senior PSC and the Communication
Supervisor requesting CTO be used when possible during their
vacation. This E -mail has to be sent prior to the employee leaving
on vacation. If no E -mail is sent, all of the time -off will come from
the PSC's Vacation Balance.
D. Personal Leave Days - For the purpose of this policy, Personal
Leave Days will be considered vacation days and will be covered by
overtime when needed.
17
CTO
Compensated Time Off is accrued overtime. You are allowed to accrue
up to 80 hours of CTO and either request to cash it out with your
monthly paycheck or use it as paid time off. If you choose to accrue your
time and desire to withdraw any of it, you must ask that it be paid to you
by requesting it on your timesheet. You would fill in the amount of
hours you want paid to you in the CTO HOURS TO BE PAID box on your
monthly timesheet. If you choose to take (CTO) time off, you must
request the CTO time off in writing on a TIME REPORT (time /date
stamped) placed in the SUPERVISORS basket. These requests can be
made up to two months (60 days) in advance.
(refer M.O.U. - Article 5, Section H ##3)
OVERTIME
OT is defined as time worked in excess of forty (40) hours per week.
Overtime is distributed on a seniority basis. The Communications
Supervisor or Sr. PSC, when planning the following months schedule will
post on the bulletin board a list of days /times that coverage is needed. If
only one PSC signs up for the overtime they will automatically be given it.
If 2 or more request it, it will be given to the most senior PSC. In
addition, overtime shall be paid for all hours worked in excess of the
number of hours in an employee's regular workday (i.e. if your workday
consists of 8hr days and you work 9hrs, the last 1hr is OT).
If regular time combined with overtime totals ten or more straight hours,
the PSC is also entitled to a $10 (ten dollar) meal reimbursement. To
receive this compensation, complete your overtime Time Report
(checking the `OTHER' box) and include the words `plus OT Meal" on the
bottom of your Time Report as well.
(refer M. 0. U. - Article V, Section H as well as Article VIII, Section G)
MAJOR INCIDENT RESPONSE
If there is a major incident (i.e. earthquake) it is requested that all PSC's
contact Communications and give a status (i.e. available to respond if
necessary, unable to respond with ETA) as soon as their families
immediate needs have or are being met.
(refer GPD Policy Manual, Section 206 and 1027)
18
ADDITIONAL PAY BENEFITS
HOLIDAY PAY
Public Safety Communicators assigned to work holidays (F /T only) shall
receive holiday pay at the rate of 6% of the employee's base monthly
salary. This is to compensate an employee for working holidays that
other city employees generally don't work but do receive compensation
for.
(refer M. 0. U. -Article V, Section L #2)
UNIFORM PAY
F/T Communications personnel receive a $ 500 uniform allowance, paid
between July 11;1 and July 1511 of each year. P/T Communications
personnel uniform allowance is pro -rated and is provided by use of a
department credit card to make their purchases.
Please see below uniform policy and also refer M.O.0 - Article VIII,
Section A)
SHIFT DIFFERENTIAL PAY
Shift differential is paid to Full-Time PSC's who work shifts which have a
majority of their regular hours occurring between 3pm and 7am.
If the majority of. hours occur between 3pm and l 1pm (swingshift), the
City shall pay an hourly premium of 2.5% of monthly base salary.
If majority of hours occur between 11 pm and lam, the City shall pay an
hourly premium of 5% of monthly base salary.
(refer M. 0. U. - Article V, Section E)
BILINGUAL PAY
As a Public Safety Communicator (there are other job classifications.as
well), if you speak Spanish you may qualify for Bilingual Pay. To qualify
you must speak fluent Spanish and pass an oral exam scheduled by
Human Resources. Upon passing the exam you will be compensated for
assisting in bilingual translation within your division at the rate of 5 %.
Recertification is required every two years.
Refer M. 0. U. - Article V, Section N
19
r'
EDUCATION INCENTIVE PAY
Currently frozen - not available, as of 7/1/2001.
Refer (M. 0. U. - Article V, Section F
MEAL & BREAK TIME
Due to the nature of our job duties and our staffing in Communications,
meal and breaks are not generally possible. However, should you need to
take a break, consider the current amount of traffic (radio & phones) and
your partner prior to deciding to take a quick break.
Refer GPD Policy Manual, Section 1034
OUTSIDE EMPLOYMENT
All outside employment must be approved by the Support Services
Captain and Police Chief. If it is felt that there. would be a conflict of
interest if employed with this second employer, you may be asked to
terminate your secondary job or choose between them both.
Refer GPD Policy Manual, Section 1034
UNION GRIEVANCE PROCEDURES
Refer to current MOU and City Human Resources Rules and Regulations.
DISCIPLINARY ACTIONS
'The department command and supervisor personnel shall conduct all
disciplinary actions in accordance with requirements of the law.
The employee being disciplined shall be informed of the charges and
penalties assigned at the same time such action is taken.
refer G.O. 1.6 for further information
CITIZEN COMPLAINTS
When a citizen calls in with a.complaint on a PSC, the Call Taker will take
a message of the complaint (including name and phone # of the
complainant). This information will be forwarded to the
Communications Supervisor or Senior PSC, if one is on duty. In the case
that neither is on duty, the complaint will be relayed to the on -duty W/C
as well as a copy to the Communications Supervisor /Senior PSC.
TRAINING PROGRAM OVERVIEW
The intent of the Training Program is to help the Trainee attain and cultivate
the skills, knowledge and characteristics necessary to perform the duties of a
Public Safety Communicator at a `met standard' (4) or above rating level in
order to be released as a solo Public Safety Communicator within a reasonable
amount of time (generally speaking 6months). This may be shorter or possibly
slightly longer, depending on the trainees' progress.
The Training Program is divided into four main segments: Telephones /Call
Taking, Computer Systems (CLETS,CJIC, RMS etc.), Fire & Police.
The trainee will work with various trainers through the assigned segments,. on
various shifts. So that by the time, they have completed their training they
have experienced at least two different shifts (to include weekends) and
covered all four segments.
DUTIES AND RESPONSIBILITIES
Trainee
Upon entering the training program, it is important for the trainee to
understand the following responsibilities and requirements. The trainee shall:
• Be on time and prepared to learn
• Be prepared for all training assignments and complete them in a timely
manner.
• Follow agency policy and procedures
• Be receptive of performance feedback and make every effort to improve
• Apply themselves to learning and performing the required tasks within
acceptable standards
Trainer (CTO)
The trainer is an essential person in a key position to ensure the goals of the
training and evaluation process are met. Specifically, this calls for the training
and development of the trainee to the point where the trainee is capable of
performing the job related duties with skill, efficiency and professionalism.
The trainer is responsible for:
• INSTRUCTION
The trainer is responsible for providing on -going training, while utilizing
innovative techniques and practical application. The trainer must
constantly encourage the trainee to practice and master difficult tasks,
while maintaining a motivational environment that is conducive to
learning. When confronted with the unfamiliar situation or question, it is
incumbent upon the trainer to include the trainee in the problem solving
21
process. Every effort should be made and every resource utilized to
assist the trainee in overcoming any difficulties experienced during the
training program. The trainer must provide training in the areas covered
in the Training Guide (Sign Off) Book.
EVALUATING PERFORMANCE
The trainer will strive to make the evaluation process a positive learning
experience.
As an evaluator, the trainer must have, or develop through training, the
requisite skills necessary to become a reliable and effective evaluator.
They must submit objective observation reports /evaluations based on the
trainee's performance and conduct, using their agency's performance
standards. The trainer, is responsible for identifying and documenting
areas in which the trainee should be afforded additional or remedial
training. Observation reports /evaluations must be completed in a timely,
efficient manner that provides the trainee and supervisors with
immediate feedback and documentation of the trainee's performance.
POSITIVE ROLE MODEL
Trainers must conduct themselves in a professional manner and be an
above standard employee. They must teach and follow agency policy and
procedures. Trainers should set an example by virtue of their knowledge,
demeanor and appearance. Remember, the trainee will reflect what they
are taught and the conduct they observed.
The trainer must not only possess the skills required to perform the job,
but must also have the ability to impart their knowledge in a logical and
reasonable manner. They must be patient enough to allow the, trainee to
perform the task, even if the trainer could easily complete the task faster
and more efficiently. Additionally, the trainer must remain composed
during situations when the trainee is having difficulty performing a task
or grasping an idea.
Trainers are expected to demonstrate and maintain a high standard of
personal and professional conduct in the relationship between the trainer
and the trainee. It is imperative for the trainer to remember trainees are
usually impressionable and frequently emulate the conduct and
personality of the trainer. Above all, the trainer's integrity and honesty
must be above reproach.
22
• FIRST LINE SUPERVISION
Supervisors and trainers will always attempt to set a positive training
atmosphere for the trainee in which learning is maximized and the
trainee will be able to perform to the best of their ability. The trainer
must ensure any stressors encountered by the trainee are the result of
unavoidable radio or telephone situations and not the result of
inappropriate comments or actions from others.
• PERSONAL COMMITMENT TO TRAINING /PHILOSOPHY OF TEACHING
The trainer will keep the training philosophy in mind at all times.
Trainers will make every effort to train and direct in ways that maximize
the opportunity for the trainee to succeed. They must ensure each
trainee receives the maximum opportunity to show they can do the job.
They must realize training is the first priority and evaluation is
secondary.
TRAINER /TRAINEE RELATIONSHIP
The relationship between the trainer and the trainee will be as a
r'
teacher /student and /or supervisor /subordinate relationship. As part of this
relationship, the following is expected:
• The trainer will establish effective working relationship based on mutual
respect.
• Objectivity will be maintained at all times.
• Trainers will guard against preconceived ideas and remain objective when
evaluating trainees.
• Whenever possible, the trainer will praise in public and correct in private.
• Trainers will not make discriminatory, sexist, sexual remarks or -
inappropriate advances towards any trainee and will comply with policies
and procedures established by their respective department or agency.
Trainees will not be harassed, intimidated, intentionally embarrassed, or
treated in a demeaning manner. Name calling or use of derogatory terms
by the trainer is not acceptable.
23
SUPERVISOR/ SENIOR PSC's
The Communications Supervisor or Senior PSC has the dual role of supervising
the day to day operations and personnel assigned to Communications, as well
as monitoring the trainer and the trainee. They are responsible for maintaining
the integrity of the training process and providing praise /rewards and
discipline as warranted. The Communications Supervisor or Senior PSC has the
following roles:
OBSERVER - The supervisor is responsible for overseeing the trainer's
work and the trainee's progress. As an observer, the supervisor will
ensure the trainer maintains objectivity. Should a loss of objectivity
arise, the supervisor will counsel the trainer in a timely fashion. When
exceptional or marginal progress is identified, the supervisor will ensure
the trainer has sufficient supporting documentation.
• EVALUATOR - The supervisor will communicate with the trainer and
trainee on a regular basis. This is essential for positive motivation,
employee development, and accurate evaluation. The supervisor will
review the trainer's evaluations, and also ensure the trainer is. providing
training in accordance with the training program guidelines and agency
policies and procedures.
• RESOURCE - While trainers may be charged with the preparation.and .
presentation of in- service training, the supervisor must be capable of
providing assistance and advice to the trainers in these areas. The
supervisor will make every effort to assist the trainer by allotting the
time and resources required to accomplish the necessary training.
• REVIEWER - The Supervisor /Senior PSC must routinely review the
training program for necessary revision and reorganization.
24
r'
Gilroy 911 Communications - SAMP
Daily Observation Report
Rating Instructions:
Rate observed behavior with reference to the scale below. Comment on the most and
least satisfactory performance of the day. Comment on any behavior that you wish, but
a specific comment is required on all ratings of "2" or less, and "5" or more. Trainees
will initially receive '2' or less ratings at the beginning of several rating sections. This
is expected and normal as part of the learning process. However ratings of '2' or less
must be commented on if there seems to be no progress after 1 -2 weeks of covering
same material.
Check "N.O. box if that category was "not observed. ". If the trainee is not responding
to training, check the box "N.R.T. ", and indicate- in the comment field.
Include Sequence Numbers when highlighting specific incidents /details
Ratin;
1,2,3
4
5,6
N.O.
N.R.T
N/A
Scale:
Below standard by CTO program standards
Met standard
Exceeded standard
Not observed
Not responding to training
Not applicable
Evaluation Date: Report #:
Trainee Name: (L, F.) I.D. #:
CTO Name: (L.F.) I.D. #:
Shift: Position:
Assignment or reason for no evaluation:
25
Work Habits
i
Appearance, Attendance, Preparedness, Acceptance of Feedback rating:
Comments:
Interpersonal Skills
With Department Members, Supervisors /CTO and Co- Workers rating:
Comments:
Customer Service
With Citizens, Outside Agencies /Resources rating:
Comments:
Knowledge, Retention, Multi- tasking, Comprehension rating:
Comments:
Critical Performance Tasks - Non Stress Conditions rating:
r Comments:
Call Taking, Officer Safety, Radio Skills and CAD Skills rating:
Comments:
Critical Performance Tasks - Stress Conditions rating:.
Comments:
Call Taking, Officer Safety, Radio Skills and CAD Skills rating:
Comments:
W.
Gilroy 911 Communications - SAMP
Weekly Summary Report
Rating Instructions:
Rate observed behavior with reference to the scale below. Comment on the most and
least satisfactory performance of the week. Comment on any behavior that you wish,
but a specific comment is required on all ratings of "2" or less, and "5" or more.
Trainees will initially receive '2' or less ratings at the beginning of several rating
sections. This is expected and normal as part of the learning process. However ratings
of '2' or less must be commented on if there seems to be no progress in 1 -2 weeks of
covering same material.
Check "N.O." box if that category was "not observed ". If the trainee is not responding
to training, check the box "N.R.T. ", and indicate in the comment field.
Include Sequence Numbers when highlighting specific detail /event.
Rating Scale:
1,2,3 Below standard by CTO program standards
4 Met standard
5,6 Exceeded standard
N.O. Not observed
N.R.T Not responding to training
N/A Not applicable
--------------------------------------------------------
Evaluation Date:
Report #:
Trainee Name (L, F.) :
I.D. #:
CTO Name (L,F.) :
LD. #:
Shift:
Position:
Assignment or reason for no evaluation:
27
Work Habits
1. Appearance
rating:
Comments:
2. Attendance/ Punctuality
rating:
Comments:
3. Preparedness
rating:
Comments:
4. Acceptance of Feedback
rating:.
Comments:
Interpersonal Skills
1. With Department Members
rating:
Comments:
2. Supervisor/ CTO
rating:
Comments:
3. Co- Workers /Peers
rating:
Comments:
Customer Service
1. With Citizens
rating:
Comments:
2. With Outside Agencies and other Resources
rating:
Comments:
28
i�
General Knowledge/ Performance
1. Knowledge of Department Policies & Procedures
rating:
Comments:
2. Knowledge of VESTA Phone System
rating:
Comments:
3. Knowledge of Call Taking & Prioritization Procedures
rating:
Comments:
4. Knowledge of CAD System
rating:
Comments:
S. Knowledge of Dispatching & Prioritization Procedures
rating:
Comments:
6. Knowledge of Radio System
rating:
Comments:
7. Situational Awareness & Multi- Tasking
rating:
Comments:
8. Officer Safety
rating:
Comments:
9. Geography /Map Interpretation
rating:
Comments
10. Typing & Keyboard Skills
rating:
Comments:
29
11. Problem Solving /Decision Making /Use of Resources
rating:
Comments:
12. Organizational Skills
rating:
Comments:
13. CAD Code Knowledge
rating:
Comments:
14. Penal Code Knowledge
rating:
Comments:
1 S. Other Codes (H &S, GMC, B&P, etc)
rating:
Comments:
16. Memory/ Retention
rating:
Comments:
,= 17. Listening/ Comprehension
rating:
Comments:
18. Manual Mode
rating:
Comments:
Critical Performance Tasks - Stress Conditions
1. Call Taking Skills
rating:
Comments:
2. CAD Skills rating:
Comments:
3. Officer Safety rating:
Comments:
4. Radio Skills rating:
Comments:
30
REMEDIAL TRAINING
t Remediation is used whenever a trainee does not meet the expected goals
within a time frame established by an agency. All remediation must be
documented. Many agencies use an action plan for planning and
documenting remedial training.
What is an action plan? An action plan identifies specific performance
and conduct deficiencies, lists specific training assignments, states clear
and realistic goals, and identifies a time frame for completion.
Why should an action plan be developed? An action plan needs to be
developed when specific deficiencies have been identified and the trainee
has not responded to conventional training methods.
Who submits an action plan? The trainer or Sr. PSC is responsible for
developing the action plan for the trainee. It is forwarded to the
Communications Supervisor & Sr. PSC for review and approval.
When is the action plan presented to the trainee? The trainee will be .
presented with the action plan once it has been reviewed and approved.
It is important to present the action plan in a private setting. It should be
' given in a constructive manner. Encourage the trainee to ask questions
or express concerns regarding their performance. This will help ensure
understanding of the plan and the agency's expectations. When a
performance deficiency is observed, requiring the use of an action plan, it
is helpful to use a standardized form. This helps the trainer document
.improvement and ensures adherence to established training guidelines..
The deficiencies listed in an action plan should be clearly stated and
directly related to job performance and conduct. These deficiencies must
have been documented on previous evaluations. The training
assignments(s) listed on the remedial training form must be consistent
with the stated goals, related to job performance, and give specific
objectives to be achieved within a stated time frame.
REMEDIAL TRAINING FORM
The purpose of the remedial training form is to document the action
plan. It must document:
o Previously identified deficiencies
o Training that is planned to correct the deficiency.
31
o Time frame for completion of the action plan.
o Results of remedial training
o Additional action if necessary.
Keep in mind the goal of remediation is success. Identifying a specific
deficiency and developing an action plan will hopefully, lead to
improvement and a competent trainee.
32
GILROY COMMUNICATIONS - SAMP
Performance Improvement Plan
Remedial Training Form
Trainee:-------------------------------------- - - - - -- Date:---------- - - - --
Your Communications Training Officer(s).have identified one or more areas of
performance difficulties that need your immediate attention for improvement.
You will be expected to fully complete the below -listed training assignment
by:
PERFORMANCE DEFICIENCIES:
Define the problem, specifically, giving examples. Describe the training already
conducted:
-----------------------------------------------------------------------------
-----------------------------------------------------------------------------
--------------------------------------------------------------------------
-----------------------------------------------------------------------------
-----------------------------------------------------------------------------
-----------------------------------------------------------------------------
-----------------------------------------------------------------------------
-----------------------------------------------------------------------------
-----------------------------------------------------------------------------
-----------------------------------------------------------------------------
33
i,
TRAINING ASSIGNMENT
Describe the specific assignments given to the trainee to correct the above
problem:
-------7 -----------------------------------------------------------------
-------------------------------------------------------------------------
-------------------------------------------------------------------------
--------------------------------------------------------------------------
-------------------------------------------------------------------------
-------------------------------------------------------------------------
-------------------------------------------------------------------------
-------------------------------------------------------------------------
-------------------------------------------------------------------------
-------------------------------------------------------------------------
TRAINEE: ----------------------------------------- Date:
-------------------
------------ - - - - --
CTO:------------ - - - - -- -- - - - - -- Date:------------ - - - - --
COMM. SUPERVISOR :----------------------- - - - - -- Date: --------------- - - --
ASSIGNMENT COMPLETION
1. Has the trainee satisfactorily completed the'training plan?
2. Is the trainee now performing at a competent level?
3. Has an additional assignment been given?
ADDITIONAL COMMENTS: _____ _________________
---------------------------
---------------------------------------------------------------------------
TRAINEE:----------------------------------- - - - - -- Date:
------------ - - - - --
CTO: --------------------------------------- - - - - -- Date:
----------- - - - - --
COMM. SUPERVISOR :----------------------- - - - - -- Date: -------------------
f
34
END OF SEGMENT
Upon the completion of each segment (Call Taking /Phones, Computer
Systems, Fire and PD), the CTO will complete an End of Segment report
documenting the segment of training covered and summarizing the DOR
and WOR's for the associated segment.
A trainee will not be able to move forward in their training until they
have successfully completed the previous segment. Should remedial
training be necessary a PIP (Performance Improvement Plan) - Remedial
Training Form will be completed and submitted for approval. Once
approved the CTO will review the Remedial Training Plan with the trainee
to make sure, they understand what is expected of them and what they
can expect from the Training Program to assist them in successfully
completing this segment /section of training.
REVIEW
The last week of training prior to Shadow /Sign Off Week will consist of a
significant amount of review (verbal and written) in order to prepare the
Trainee for the coming week. This would be a good time for the Trainee
to ask or get clarification on any questions that they may have, review
any material (notes, training manual and other reference material) etc.
SHADOW /SIGN OFF WEEK
Shadow /Sign Off Week will consist of at least 4 days of two different
shifts, to include a weekend (Friday and/or Saturday). The Trainee will
perform as if a solo Public Safety Communicator with the CTO nearby to
observe, document and assist where necessary.
The CTO is looking for the Trainee to perform at a `meets standard' (4)
level with little to no assistance in all rating areas.
35
EPA's and MERIT INCREASES
Employee performance appraisals are given to each employee at their 6
month anniversary from date of hire and every 12months thereafter. At
each EPA, the employee is eligible for a merit increase until they have
reached step 'E' on the Salary Schedule (this is a 5 -step process).
LOCKER
Every PSC will be assigned a locker in the locker room, as well as a small
one in the Refuge Room. This should also be kept free of clutter. It is
suggested that each PSC keep emergency supplies (snacks, drinks etc.) in
their locker. In the case of a major incident you don't know how long you
may be working before being relieved.
MAILBOX
PSC's will be assigned a mailbox in the Communications Center. It
should be kept free of clutter and frequently cleared out.
EMERGENCY NOTIFICATION CARD
Emergency Notification Cards are to be completed by all GPD personnel
when they are hired. Yearly an email will be put out requesting anyone
needing to check or update their Emergency Notification Card, do so.
They are stored in individual sealed envelopes in the Communications
Mailroom in a storage bin. The seal of an employees' envelope will ONLY
be broken should that employee experience an emergency (medical or
otherwise) at work that would require contact with his/her emergency
contact list.
Once unsealed, the card and envelope will be placed in the mailbox of the
PSC responsible for the cards along with an email explaining that the
envelope was unsealed and why.
CONFIDENTIALITY
PSC's will be required to read and sign a confidentiality form. This
document will be kept in the PSC's personnel file.
No employee shall give to anyone outside of current police /fire
department personnel, the home address or any phone numbers. of any
city employees. THERE ARE NO EXCEPTIONS! Make sure you know to
whom you are speaking and that they are entitled to the information.
If a person who is not a member of this department indicates that an
emergency exists, offer to take their name and phone number and make
the emergency call to the employee yourself. If you are unsure how to
36
handle due to it being a unique situation, consult your immediate
supervisor or W /C.
COMMUNICATIONS STAFF MEETINGS
Monthly staff meetings are held on the 41 Thursday of every month.
These meetings are mandatory unless you are on vacation or otherwise
approved by Communications Supervisor, or in his absence Sr. PSC. If
you are not going to be able to attend a staff meeting you must notify
Communications ASAP.
WORKSTATIONS
Workstations must be kept clean and free of clutter. Each shift is also
encouraged to keep the Communications Center in a clean and orderly
fashion, keeping all reference material in its place.
MICROSOFT OUTLOOK
Setting up E -Mail
Purpose: Setting up your city e-mail account, to send and receive
messages electronically.
1. ' Click on the outlook mail icon on your desktop, or in the program file,
this will bring up the Welcome Page for 2003 Startup.
2. Click on `next'
3. It will now ask you if you would like to configure an e -mail account.
Choose the `yes' selection. Then click on `next'.
4. Now you will be asked what type of server type you have. Choose
"Microsoft exchange server ", then click on `next'.
S. You will be asked about your server settings. In the Microsoft
exchange server. box type `exchange2003 ". In the `User Name' box type
in your name. Then click `next'.
6. You can now click on `finish' and you should be all set.
7. During steps 5 and 6 you maybe asked to verify your name. Select
your name and verify.
37'
SETTING up Text and Fire Messaging .
Purpose: To be able to page policy and /or fire personnel with both
emergency or non - emergency information needed. You can page in
groups listed, or choose the subjects you need paged individually.
1. In the folder list, go to `public folders' and click the + sign. If you
don't have `public folders' in your folder list, go to lower left side of
page and click on the closed folder icon. That will bring the `public
folder' folder into your folder list.
2. Go to the `all public folders list' and click the + sign.
3. Go down to `Fire Messaging' and right click go to `properties' and right
click
4. Go to Outlook Address Book then click on the box that says `show this
folder as an e -mail Address book'. When the box shows a check mark,
click on `apply' and then 'Ok ".
5. Repeat steps 3 through 5 for text messaging.
Sending a Text Message
1. To send a text message click `new' (as if you were sending a new e-
mail message).
2. Click `to'
3. Under the pull down list, click `Fire' or Text messaging.
4. Choose the group or subject you want messaged.
S. Type out your message and click `send'.
38
TIME STAMP/CLOCK
f There are two time stamp clocks in Communications. One is located on
the shelf just below the television. The other is located on the back table
next to the Field Interview trays.
TIME SHEET /TIME REPORTS
Time Reports (time stamped) are to be submitted every time a PSC needs
to request time off (vacation, PL, sick, BL) or works OT (to include OT
meals) and then placed in the Supervisor mailbox located in
Communications.
REDBOOK
The Red Book is a daily journal of any and all PSC's working. At the
beginning of every shift, PSC's should document which PSC's are working
that shift and what hours.
Should a PSC call in sick or otherwise, that information should also be
documented in the Red Book.
All approved time -off requests (to include training days), days that are
designated `Special Days' as well as `Black Out Days' are also documented
in the Red Book.
ADDRESS & TELEPHONE NUMBER
It is GPD policy that all employees shall have a phone at their primary
residence. All employees must report a change of address and /or phone
number within 24hours to the office of the Chief of Police.
Refer GPD Police Manual, Section 1027
PERSONAL PHONE CALLS
Personal phone calls should be kept to a minimum when possible. Any
long distance calls should be made at the employees own expense. Cell
phones should be kept off consoles and on vibrate or off at all times.
PERSONAL MAIL or EMAIL
Employees shall be discouraged from receiving personal mail or e-mail at
the Police Department.
Refer to City of Gilroy Internet & E -Mail Policy
SMOKING
GPD is a smoke -free environment. Any employee wanting to smoke must
do so outside of city buildings in designated areas.
39