Retention and/or disposition of Police Department records are governed by Chapter 39C of the Dallas City Code and state law. Division and Bureau Commanders should refer to the Departmental Records Retention and Disposition Schedule, approved by the City Council, for guidance on the retention and/or disposition of specific types of records.

A. All City of Dallas employees work under the regulations established by the City of Dallas Administrative Directives, Personnel Rules, and Civil Service Rules and Regulations. Written Directives of the Dallas Police Department are intended to supplement these regulations.

B. All city and departmental regulations are available on the city’s internet and DPD’s intranet.

C. All state regulations are available on the state’s website.

D. Orders and regulations issued at any level of command will not conflict with orders or regulations issued by a higher command.

E. All orders and regulations of general application and enduring nature will be distributed out to employees who will acknowledge receipt and understanding.

F. Orders of specific application not in conflict with General Orders may be issued verbally as necessary.

G. The Planning Unit will be responsible for the Department’s continued compliance with the chief’s approved Accreditation Program.

A. The Chief of Police will approve General Orders to establish:

1. General Departmental regulations, guidelines, or procedures.

2. General regulations, guidelines or procedures affecting two or more bureaus.

3. Specific responsibilities and/or duties.

B. General Orders may be amended by cancellation or total or partial revision.

C. Every year, the Planning Unit will send written notification to all Bureau Commanders requesting feedback on areas in the General Orders that need addition, revision, or clarification. Any recommendations for changes will be sent to the Planning Unit for review.

D. Any requested revision to the General Orders will be submitted to the Planning Unit and referred to as a General Order Revision request.

E. Prior to submitting a General Order Revision Request, the requesting unit will contact the Planning Unit at DPDPlanningunit@dallas.gov of their intent to begin the process of revising or creating a particular General Order as well as to receive the General Order in Microsoft Word Format.

F. When requesting a General Order Revision, a memorandum will be sent to the Planning Unit Commander through the initiating Bureau Commander and will include the following information:

1. A brief background explaining the reason for the General Order Revision Request.

2. The number and title of the General Order that will be affected by the revision.

3. A copy of the page(s) in the General Orders that will be affected by the revision, and the exact, typewritten new text using Track Changes feature in Microsoft Word.

G. Upon receipt of a request, the Planning Unit will:

1. Put the General Order Revision Request on a tracking form and be responsible for editing the General Order Revision draft to ensure consistency in authority, proper referencing, accreditation compliance, and correct style.

2. Staff the proposal to the appropriate level of commanders as directed by the Commander of the Planning Unit.

3. Submit the proposed General Order Revision Request to the Executive Assistant Chiefs of Police and the Chief of Police for their consideration.

H. If the order is approved, the Planning Unit will log, publish, and distribute notification of the new General Order.

I. The new General Order will become effective as of the revised date on the General Order, and all Department personnel will be promptly notified by email of the General Order revision.

J. Individual employees are responsible for the content of the General Orders and Code of Conduct whether or not they choose to maintain a personal copy.

K. Special Orders are issued by the Public Information Office on behalf of the Chief of Police. Special Orders are used to establish a temporary, emergency, or interim regulation, procedure, or guideline at the departmental level on a formal basis and are issued, authorized, or directed by the Chief of Police. Special Orders will subsequently follow the same review process as a General Order Revision facilitated by the Planning Unit.

L. Chief’s Updates are messages from the Chief of police and are issued by the Public Information Officer to all members of the Department. The Chief’s Updates are utilized to communicate promotional announcements, important messages, current issues, and any other messages the Chief of Police wishes to send out department wide.

M. Roll Call Training Bulletins are issued by the Planning Unit and contain detailed procedures and specific guidelines employees are to follow when certain situations occur. Roll Call Training Bulletins are also used as updates to specific training.

N. Only the Chief of Police, or designee acting on their behalf, may circumvent the General Order Revision Process.

A. Operation Orders will be issued on authority of the Chief of Police by the Strategic Deployment Bureau to cover specific operations or events.

B. Operation Orders will contain a self-canceling statement.

Personnel Orders will be issued on authority of the Chief of Police by the Personnel Division to announce the following:

A. Appointments.

B. Assignments or transfers.

C. Promotions, reductions in rank, or reclassifications.

D. Suspension from and restoration to duty.

E. Termination by retirement, resignation, dismissal, or death.

F. Departmental awards.

Training Orders will be issued by the Training Section to:

A. Announce forthcoming schools, classes, or training sessions.

B. Assign personnel for training purposes.

C. Establish training material consistent with departmental policy.

A. Administrative Orders will be issued on the authority of the Chief of Police by the Personnel Division to announce personnel information regarding boards and committees, and by the Planning Unit to announce duty commander assignments.

B. Administrative Orders will be sent only to Organizational Commanders and persons affected.

C. A self-canceling statement will be included in the Administrative Orders.

D. Administrative Orders will not be numbered.

All personnel, regardless of permanent assignment, will be accountable for adherence to the Patrol Bureau Standard Operating Procedures when performing any patrol related functions.

A. Standard Operating Procedures Manual

1. A current Standard Operating Procedures manual will be maintained by the bureau, division, section and/or unit, as applicable. In November of each year ending in an odd number and coinciding with the state legislative session, all employees at the rank of lieutenant/manager and above shall review and, if necessary, update the Standard Operating Procedures under their direct command to ensure consistency with current practices, responsibilities, laws, ordinances, and policies. However, a standard operating procedure may be updated prior to the odd- numbered review, if needed.

2. Any Standard Operating Procedures manual that has been revised will be forwarded to the Planning Unit thru the originating unit’s bureau commander upon completion of the revisions. The revised Standard Operating Procedures will be considered effective the date received by the Planning Unit. The Planning Unit will maintain approved Standard Operating Procedures on the Department’s intranet and shared access drive.

3. All Standard Operating Procedures manuals will include the following sections:

a. Organization.

b. Operations.

c. Emergency Procedures.

d. Others, as determined by the Organizational Commander.

e. Accreditation Standards (if applicable to the unit).

4. Each unit’s Standard Operating Procedure will include a section on administrative reports, such as daily reports, monthly reports and annual reports. The Standard Operating Procedure entry will include:

a. A listing of all administrative reports.

b. A statement as to the person(s) or position(s) responsible for the formulation of the report(s).

c. A statement of the purpose of the report(s).

d. A statement of the frequency of the report(s).

e. A statement of the distribution of the report(s).

5. Each unit’s Standard Operating Procedure will include a section identifying assignments for which specialized training is required. Specialized training includes supervised on-the-job training provided by the department, training mandated by governmental authority and training necessary for development of knowledge and skills particular to an area of specialization. Examples include, but are not limited to, breathalyzer operator, motorcycle units or marine patrol. The Standard Operating Procedure entry will include:

a. A description of the required training.

b. Any retraining requirements.

6. When any Standard Operating Procedure is amended, the change will be described in a dated memorandum and attached as a preface to the Organizational Commander's unit copy of the manual. The cover page of a Standard Operating Procedure manual shall include the month and year of the last revision and the individual’s name who last submitted the revision. For example: Last Updated August 2023, Lieutenant John Smith.

a. Copies of any rescinded portions will be maintained as an annex to the manual in the commander's unit copy.

b. When employees are not furnished personal copies of a change to procedure or training guide, they will read and initial a copy as documentation of their review.

7. Organizational Commanders will ensure their employees have access to a current copy of the Standard Operating Procedures manual. This may be accomplished by one of the following:

a. Maintaining an organizational copy that is readily accessible to all on-duty employees.

b. Issuing each employee a copy of the Standard Operating Procedures.

c. Issuing each employee a copy of only those section(s) that directly affect an employee’s usual operational activities.

8. Organizational Commanders will ensure all affected personnel are made aware of procedural changes either through issuance of a personal copy of the change or by circulating a copy to be initialed. Employees issued personal copies of the Standard Operating Procedures, as outlined in 5 (b and c), are responsible for:

a. Keeping their copy updated with all issued changes.

b. Having their copy readily accessible for reference or inspection during normal duty hours.

B. Other Organizational Procedures - The following documents will be dated and maintained by the originating or issuing unit either as part of the Standard Operating Procedures manual or as a separate file or log: any standing policy and/or procedure; training manual; training bulletin; legal bulletin; safety bulletin; and any document directing, informing, or advising employees inside or outside the organizational unit.

Each unit’s Standard Operating Procedure will include a section on the budget performance measure process. Performance measures are indicators used by the City of Dallas to evaluate a department’s operational performance activity. The section on performance measures will include:

A. Listing of current required performance measure(s).
B. Definition of the performance measure(s) and data source.
C. Description of the performance measure(s) calculation to include a step by step process for exporting source data (e.g. include report parameters), calculating the performance measure(s) (including formula used), and inputting the measure into the system (e.g. PerformanceSoft).
D. Listing of all employees involved in the performance measure process, their responsibilities, including retention of source documentation, supervisory review of original performance measure calculation and entry into system (e.g. PerformanceSoft), and training. Training should include a description of required training and a training log documenting all required personnel have been trained on the performance measure process.
E. Define and document the supervisory review process for all duties related to performance measures to ensure training continues for new and current employees, completeness of all necessary information, accuracy of calculations, and timely input of data.
F. Quarterly review of performance measures must be conducted by the impacted Bureau Commander for final review.

A. Memoranda will not be a part of the directive system, but will be used for exchange of information.
B. Departmental approved forms are available to all officers on the shared access N: drive. Additionally, forms inherent to daily patrol duties will be located at the patrol divisions. It will be the responsibility of the watch commander to ensure that these forms are accessible and available to all officers.
C. Any new forms or modifying existing forms that will be utilized throughout the department will require approval through the Bureau Commander. A copy of the approved changes will be forwarded to the Planning Unit.
D. Forms utilized within specific divisions will only require the approval of the Division Commander.

A. A copy of all staff studies and research projects conducted by Police Department personnel will be forwarded to the Planning Unit for inclusion in the Staff Study File.
B. Each report will contain a cover sheet with the title, Dallas Police Department, name of the organizational level conducting the study and date of the report. The last page of the study should list the name, rank/title of the person completing the study.

A. Any interlocal agreement with any city, law enforcement agency, or other entity that involves departmental operations must be approved by the Chief of Police prior to its presentation to the other entity for consideration.
B. Prior to submitting the agreement to the Chief of Police for approval, the following procedures should be completed:

1. A proposed draft of the agreement/contract will be submitted with an explanatory memorandum to the supervising attorney in the Criminal Law and Police Unit.

2. The supervising attorney will review the proposed agreement/contract and ensure it meets the requirements of the Walker Consent Decree in addition to any other legal requirements.

3. After the review and any necessary modification, the draft of the agreement, the explanatory memorandum, and a cover memorandum from the supervising attorney indicating approval and compliance with the Walker Consent Decree will be sent to the Chief of Police for approval.

C. Upon approval of the Chief of Police, the package will be returned to the requesting agency/unit that will obtain the proper City of Dallas signatures prior to execution by the outside party.
D. Upon implementation, the unit initiating the agreement/contract will forward a finalized copy to the Legal Services Section. Legal Services will maintain informational copies, to be used for reference only, of all agreements/contracts the Dallas Police Department has with other agencies or cities. The agreements/contracts may be in the form of formal contracts, Council Resolutions, Administrative Actions, Letters of Agreement, or Memorandums of Understanding, and they may contain policies and procedures including: guidelines and procedures for task forces; vehicle pursuits between cities; provisions for training, computers, or other services; or use of DPD facilities by other agencies.
E. If an agreement/contract expires and is not renewed, the unit responsible for the agreement/contract will notify the Legal Services Section. This will ensure the agreement/contract is removed from the reference files. Individual units are responsible for maintaining and renewing agreements/contracts within their area of responsibility.

F. Each June, the Planning Unit will review the Greater Dallas/Fort Worth Regional Law Enforcement Interlocal Assistance Agreement and the list of participants to ensure the information on the list is current.

A. The Criminal Law and Police Unit is responsible for issuing legal opinions within the Dallas Police Department. Any legal issues or concerns regarding policies or procedures involving the operations of the Department should be submitted in writing and directed to the Criminal Law and Police Unit of the City Attorney’s office located in the Jack Evans Police Headquarters Building.

B. The following procedures should be completed to request a legal opinion:

1. The request will be written in a memorandum, forwarded through the appropriate chain of command, approved by the division commander, and submitted to the supervising attorney of the Criminal Law and Police Unit.

2. The request will include any information and documentation needed to facilitate the review of the issue (i.e., copies of arrest reports, previous bulletins, etc.) A contact person and their telephone number are to be included in the event the assistant attorney needs to contact the requestor for more information or clarification.

3. The Criminal Law and Police Unit will review and issue a legal opinion as appropriate. A legal bulletin will be issued when it is determined that the information should be disseminated throughout the Department.

4. The Criminal Law and Police Unit will be responsible for maintaining copies of all legal opinions and bulletins.

A. Contract Issues - When a movie/TV production company wishes to film in the Dallas area and the City Seal or City Property will be used, a contract between both parties is required. Depending upon the type of request the production company is making, certain City Departments and/or personnel will be involved in the contractual process. This will determine the type of contract that is written by the City Attorney’s Office.

1. The production company must also agree to and sign the Police Department’s Use of Equipment Guidelines.

2. If the production company is requesting to film inside a City facility only and not inside an area controlled by the Police Department, the Police Department will not have any involvement in the request. These requests will be forwarded to the Equipment/Building Services Department.

B. Request to Film, Photograph or Interview Employees or City Property for Commercial Purposes

1. Department employees receiving a request to film, photograph or interview any employee; to use City vehicles captured on film as part of the project or to film at any City facility for commercial purposes will forward the request through their chain of command to the Office of Chief of Police.

a. This includes, but not limited to, requests for films, television movies, series, commercials, music videos, corporate films, fund raising and promotional videos.

b. This directive applies to both for-profit and non-profit organizations.

c. This does not apply to news media covering local stories for daily news broadcast.

2. The Police Media Relations Unit will notify the Office of Special Events when a request is received and the Department is considering accepting the request.

3. If the request is approved by the Office of the Chief of Police, the request will be forwarded to the Police Media Relations Unit who will notify the Office of Special Events of the Department’s approval of the proposal.

4. The Office of Special Events will then be the point of contact for permitting and liaison between the Department and the film applicant to facilitate all meetings.

5. No employee other than the Chief of Police or their designee can approve requests covered in this section.

6. Employees will not sign any documents: waiver/location releases and/or contracts related to filming, photographing or interviews made or produced by any entity without the approval of the City Attorney’s Office.

7. The City of Dallas policy on Commercial Filming is covered in Administrative Directive 2-46.

C. Outside Employment by Production Companies Permitted by the Office of Special Event.

1. Production companies involved in filming or photographing on City Property or of Department personnel are required to be permitted by the Office of Special Events.

2. The approved permit will designate the number of off-duty officers the production company must employ while filming/photographing. Officers who serve as coordinators for these jobs will ensure the designated number of officers is present during the activity allowed by the permit.

3. The coordinator will obtain a copy of the Commercial Filming Permit from the production company or Office of Special Events prior to working the job. If the coordinator will not be at the location during the entire period of filming/photographing, the coordinator will ensure an off-duty officer who will be at the location has a copy of the permit.

4. Officers working off-duty for a production company will not authorize the company to hire fewer officers than designated in the permit. If an officer believes the job can be safely conducted with fewer officers, then the officer may contact the Office of Special Events to determine if the off-duty officer requirement can be reduced. A reduction must be approved by the Office of Special Events prior to fewer officers being utilized.

5. Off-duty officers will not authorize production companies to conduct filming outside of public areas designated by the permit or engage in unauthorized activities. An on-duty supervisor will be contacted if a production company refuses to comply with the permit.

6. Production companies who are granted a Commercial Filming Permit must still comply with all City of Dallas ordinances governing noise. The presence of an officer does not authorize companies to create noise outside of allowable levels or hours established by ordinance. Off-duty officers working for production companies will not authorize noise violations or fail to enforce them when violations are observed.

7. If an officer, whether on duty or off duty, is filmed on private property for commercial use, a Commercial Filming Permit is required.

8. All officers will adhere to the guidelines in General Order 421.00 (Off-Duty Employment) when working in an off- duty capacity for any movie/television show production company.

D. Equipment Use

The Chief of Police, or their designee, may approve the use of Dallas Police Department equipment (including marked police vehicles) by movie/TV production companies, providing the production company has a signed contract with the City of Dallas.

1. Non-Vehicular Equipment

a. The production company must provide a list of desired equipment a minimum of three working days prior to the start of shooting/filming.

b. An individual must be designated by the production company to check out equipment from the Dallas Police Department. This individual must be an employee of the production company, must reside within Dallas County or any adjoining county to Dallas County, and must possess a valid Texas Driver’s License.

c. The production company must provide the Chief of Police or their designee with an updated schedule of dates, times, and locations for all shoots. Any changes in the schedule will be made prior to the shoot.

d. Production companies may not provide any of the equipment provided by the Dallas Police Department to another movie/TV production company, either during or after completion of the shooting of the movie/TV production.

2. Vehicular Equipment

a. Actually Utilized in the Production

I. Production companies may request to lease marked vehicles to be used in the production. Dallas Police vehicles can only be driven to and from movie/TV production sets, used only as props, and may not be driven by anyone other than a uniformed, off-duty Dallas Police Officer hired by the production company. The production company will be billed for the leased vehicles at the current business rate, which is determined by the Department in December of each year. The rate will begin when the vehicle leaves the City facility where it is housed and will include the time it takes to return the vehicle to the same location.

II. A request for leasing vehicles must be made in writing to the Chief of Police or their designee.

b. Replicated for Use in the Production

I. Dallas Police vehicles that are replicated by production companies will not be driven on public streets unless all logos and overhead visibars are completely covered. If not covered, the vehicles must be trailered.

II. Production companies may not provide any of the vehicles to another movie/TV production company, either during or after completion of the shooting of the movie/TV production identified in the contract.

III. Within five working days of completion of the Dallas area filming by the movie/TV production company, all product/logo markings on replicated vehicles must immediately be removed and provided to the Dallas Police Department for destruction.

c. Utilized for Traffic Control

I. Production companies may request to lease marked police vehicles for traffic control only. The production company will be billed at the current rate for the leased vehicles. The rate will begin when the vehicle leaves the City facility where it is housed and include the time it takes to return the vehicle to the same location.

II. Production companies may lease marked police vehicles only. The request for leasing vehicles must be made in writing to the Chief of Police or designee at least three business days in advance. These vehicles may only be driven by off-duty Dallas Police officers hired by the production company.

E. Other Issues

1. The Dallas Police Department may inspect the handling of the equipment without notice at any time.

2. The equipment must remain in Dallas County or an adjoining county. The equipment may not be removed from Dallas County or an adjoining county without approval from the Chief of Police or their designee.

3. Any issues not covered will be referred to the Chief of Police or their designee.

The use of City of Dallas electronic information resources is a privilege and the policies implementing usage are located in Administrative Directive 2-33. All city employees are required to sign Exhibit A, E-MAIL AND INTERNET USE CONSENT FORM, of AD 2-33. By signing this form, the employee consents that all network activity is the property of the City and any E-Mail or Internet activity should not be considered private. This signed form should be kept in each employee’s unit folder at place of assignment.

E-Mail and Internet access is provided for business related purposes as representatives of the City of Dallas and the Dallas Police Department only. As such, employees will:

1. Refrain from adding any inspirational messages, quotes of any type, etc., at the beginning or end of the actual message content when sending an internal or external electronic communication.

2. Refrain from expressing personal opinions as if they were an official City of Dallas position.

A. Scope -Cellular telephones are equipment provided by the City of Dallas that is intended for duty-related business purposes. It is the policy of the Dallas Police Department to limit the use of these telephones to departmental business.

B. Use of City Issued Departmental Telephones:

1. Cellular telephones are authorized for official departmental business. Exceptions may be made for family situations or personal matters that require attention and where alternative forms of communication are not suitable or easily available. Every effort should be made to keep these calls short in duration.

2. Cellular telephone numbers will not be provided to members of the public. Exceptions may be made under the following guidelines:

a. Immediate future contact between a police employee and a victim, witness, or other person may be critical or;

b. User of the cellular telephone has granted authorization or;

c. The release of a cellular telephone number was authorized by a supervisor.

3. Cellular telephones will not be used to send inappropriate photographic images, emails or text messages unless they can be clearly linked to the conduct of official police business.

4. Cellular telephones will not be used to record photographic images of crime scenes except when issued for this purpose (e.g. departmental authorized social media)

5 Cellular telephones will not be used to access social networking sites unless it is for official police business.

6. Supervisors will conduct a periodic “spot” review of cellular telephone usage.

7. Employees may be asked to justify any non-duty related cellular telephone calls.

8. Supervisors will monitor the use of cellular telephones on a regular basis and will document the audit.

C. Use of Personal Cellular Telephones on Duty:

1. The use of personal cellular telephones while operating a police vehicle must not interfere with the safe operation of the vehicle nor impede a response to a call for service. Employees operating police vehicles are responsible for operating vehicles in a safe manner at all times and will be held accountable for unacceptable driving.

2. Employees shall limit the use of personally owned cellular telephones and the use shall not interfere with or cause personnel to be inattentive to duty.

3. Employees are prohibited from reading, sending, or replying to emails or text messages while operating a police vehicle.

4. Employees are prohibited from recording any crime scenes, potential evidence, suspects, and victims on their personal cellular telephones unless exigent circumstances exist in the preservation of evidence and it is approved by a supervisor.

5. Employees are prohibited from sending inappropriate photographic images, emails, or text messages to departmentally issued cellular telephones.

6. Telephones will be placed in a vibration or silent mode while attending court, training, meetings, and any other time needed to prevent interruption or annoyance.

A. Employees shall submit BlueTeam reports that are required by the performance of their duties or by competent authority prior to the end of their tour of duty. Employees shall sign into their assigned BlueTeam account each day they are working in an on-duty capacity, and they shall take appropriate action on all BlueTeam reports which have been returned for correction, assigned by a competent authority, or are pending their review. After taking action on all BlueTeam report(s), employees shall forward the report(s) to the appropriate user within BlueTeam or the Internal Affairs Division (“Program Administrator”) in a timely manner. Employees shall not allow reports to remain in their BlueTeam account past 30 days.

B. When an employee separates from the Department, it shall be the responsibility of the employee and their supervisor to ensure all BlueTeam reports assigned to the employee are resolved prior to their separation.

1. When sending non-confidential correspondence, the sender will address a routing slip and staple it to the correspondence or use a manila envelope designed specifically for intra-departmental and inter-departmental mail.

2. When sending confidential correspondence by intra-departmental mail, the sender will either:

a. Use a manila envelope with CONFIDENTIAL stamped on both sides. The envelope will be stapled and a small piece of tape will go over the flap.

b. Use a City of Dallas envelope with CONFIDENTIAL stamped on both sides. Mark DO NOT MAIL in the upper right-hand corner where the stamp is normally affixed and attach a routing slip.

Page 2

Mr. John Doe

une 20, 1992

1. Requested or ordered.

2. An officer discharges a firearm while on duty or in the line of duty.

1. An informal request is made by the City Manager’s Office;

2. An informal request is made by the Council;

3. Any request that is received from the news media that may well result in a news story;

4. Any major newsworthy event; or

5. Any other issues that would be considered to be of concern to the Chief of Police and would reasonably require their immediate attention or knowledge thereof.

1. The report will be written in the first person.

2. The block form for paragraphs will be used; double-spaced between paragraphs.

3. The opening paragraph will contain the date and time the officer was dispatched, notified, or observed the incident reported; assigned element; and the nature and location of the call or incident observed. It will identify the actors, times, places, and any pertinent information concerning the incident.

4. The report will follow the sequence of events, starting at the beginning and continuing in chronological order of actions and events, until it reaches the completion of the incident.

5. The report must be factual and contain only those events that actually transpired.

6. The report will be brief, concise, complete, and accurate.

7. The report will contain names, addresses, ages, sex, and races of the persons involved.

8. The closing paragraph will contain the disposition or action taken or recommended in handling the incident.

It is the responsibility of Organizational Commanders to ensure that each member of their command receives all applicable written communications. This order establishes a procedure requiring each Organizational Commander to maintain a logbook which will contain a record of written communication "To Be Logged," and a description of how that communication was conveyed to the employees.

For the purposes of this order,

A. Applicable written communications means any document, regardless of origin, approved for distribution by the authority of a Captain or above. Generally, applicable written communications are documents such as Administrative Directives, General Orders, Special Orders, Legal Bulletins, Safety Bulletins, Training Bulletins, or any other document that could affect units of the Department or its personnel.

B. Document transmittal control sheet is a control document titled To Be Logged, showing the document control number, date, type of communication, subject, approving authority, issuing individual or organization, level of distribution, and a means of acknowledgment of receipt of the document.

C. Logbook is a record maintained by Organizational Commanders. The logbook will be used only for the control of documents forwarded to Organizational Commanders with a document transmittal control sheet (To Be Logged), approved for distribution by a Captain or above.

D. Written Communication Roster is a list of employees within a given organizational level. The style of the roster may vary from one level to another and may be typed or computer-generated, but must contain at a minimum: the names of the employees, date the document was received, and employee signatures.

A. The issuing individual or organization is responsible for the following:

B. Each Organizational Commander will maintain a logbook for the control of applicable written communications.

C. Organizational Commanders will ensure that each employee designated to receive information signs or initials a Written Communications Roster for that document. The roster will state the type and subject of communication, the date the document was read or presented to the employees, and the level of distribution. Rosters will be maintained at the Organizational Commander level.

On a quarterly basis, Bureau Commanders or their designees will conduct inspections of Organizational Commander logbooks and rosters. This inspection will determine if departmental communications have been received, logged, and distributed in the proper manner.

1. The term officer refers to sworn personnel only.

2. The term employee includes both sworn and non-sworn personnel.

1. A - Administrative Leave

2. C - Compensatory Time Off

 (Applicable to exempt non-sworn employees and sworn Police Officers only. “C” time taken will be entered on the report.)

3. D - Death in Family Leave

4. E - Education Leave

5. H - Official Holiday Leave

6. I - Injury on Duty Leave

 (If “I” time extends through regular days off, the entry will be marked “I/O”.)

7. J - Jury or Court Leave

8. M - Military Training Leave

9. R - Present for duty (“R/T” will indicate a Trade Time entry)

10. S - Sick Leave (Place an “F” after the appropriate leave code to indicate approved Family Medical Leave)

11. V - Vacation (Place an “F” after the appropriate leave code to indicate approved Family Medical Leave)

12. W - Approved Leave Without Pay (Place an “F” after the appropriate leave code to indicate approved Family Medical Leave)

13. X - Absent Without Leave (AWOL)

14. Z - Suspension

15. O - Days Off

16. K - Attendance Incentive Leave

17. F - Furlough/Mandatory City Leave

1. During each sworn and non-sworn biweekly pay period all 8-hour employees were scheduled with four days off, and all 10-hour employees were scheduled with six days off. (Any changes for 10-hour employees must be made the first day of the pay period).

2. When any changes of regularly scheduled days off resulted in an imbalance of days off, that adjustments were made. (Any corrections to days off should be made within the next pay period.)

3. Employees are taking their holidays in the month earned or within the two months immediately following.

1. The reviewing supervisor will:

a. Correct any errors found.

b. Initial the reviewed time card in the lower left corner.

c. Record information at the top of the new time card and initial next to the recorded information. This information includes the number and type of days from the previous year that are owed to or by the employee.

2. Any adjustments of days owed to or by an employee found during the Annual Review must be accomplished by March 31. The dates the time was received or returned will be listed at the top of the new time card.

3. After all discrepancies are resolved, the time cards will be forwarded to the Personnel Division. Sworn and non- sworn time cards will be submitted separately. A copy of the time card will be placed in each employee’s unit file.

1. A time entry code must be entered into the payroll system for all hours worked.

2. All time entered should be rounded to the nearest tenth.

3. A project code must be selected when entering any time worked outside normal work hours or when applicable.

1. The Monthly Strength Report will be completed no later than the tenth day of the following month. The original will be retained in the Personnel Division.

2. The Personnel Division will be responsible for preparing and submitting to the Chief of Police and the Executive Staff a report showing the combined strength of the entire Department.

1. Administrative hours are defined as a work shift comprised of eight hours compensated time and a one hour uncompensated meal period.

2. The shift start time and days off for work groups with administrative hours should be established to provide efficient public service and maximize operational effectiveness.

3. Organizational Commanders, whose offices normally operate only on an administrative hour’s schedule or only on a two-shift basis, may permit employees of that office to take their one-hour meal period at any time during the workday. However, the organizational commander may only occasionally approve the meal period at the beginning or end of the workday, but no other meal period will be allowed. No employee will be allowed to take their one-hour meal period at the beginning or end of the workday on a permanent basis.

4. Commanders will ensure adequate staffing is present at all times to discharge service obligations during established administrative office hours.

1. With the approval of the Chief of Police, City Manager, and the Director of Human Resources, the standard work schedules for organizational levels that must be staffed on a 24-hour basis may vary. Approved schedules will be for three 8-hour shifts, multiple overlapping 10-hour shifts, or a combination of the two.

2. Organizational Commanders will ensure documentation is maintained on the detail sheet or departmental calendar any time an employee’s work schedule is altered, such as O/R or R/O. The actual work times must be documented. R/O - O/R days will also be recorded on the time card.

3. Organizational Commanders will ensure that an employee’s actual hours worked for each day are posted on the daily or weekly detail sheet if differing from the assigned hours listed on the detail sheet. The daily or weekly detail sheet should also reflect the actual hours worked when an employee works only a partial day. (Such as 4R – 7 a.m. to 11 a.m., 4S - 11 a.m. to 3 p.m.)

4. Commanders will ensure that adequate staffing is present at all times.

5. Supervisors are responsible for altering work schedules for their employees to achieve the goal of keeping overtime or compensatory time to a minimum.

1. The employee is incapacitated for the performance of duties due to an illness, surgical procedure, or off duty injury.

2. To attend a medical, dental or optical examination or treatment that is necessary. Using sick leave to attend a physician’s appointment during a tour of duty will require prior approval of a supervisor.

3. To recover from pregnancy, miscarriage, abortion or childbirth.

4. To care for a family member who is ill or incapacitated.

5. When an employee has been exposed to a contagious disease and the employee’s presence at the job would jeopardize the health of others. A health officer defines contagious disease as one that would warrant quarantine.

1. Sworn Employees

a. Excluding court subpoenas and responses to official call back status for Standby/On Call assignments (refer to 206.12), if sworn employees are called to work outside their scheduled work day and continue to work up to or through their scheduled start time, for purposes of computing daily overtime, a new day begins at the time they originally reported for work. Any actual hours worked that exceed the standard work day will be compensated. Special Compensation, as defined in 206.10, will not be computed or compensated on either end of that work shift.

b. If callbacks do not merge with their scheduled start time, sworn employees will be compensated a minimum of two hours at the appropriate rate. These two hours include any Special Compensation permitted, consistent with the guidance provided in Section 206.10 Special Compensation (Court and Approved Functions During Off-Duty Hours).

2. Non-Sworn Employees

a. Non-sworn employees who are called back to work outside their scheduled work hours and continue to work through their scheduled start time, for purposes of computing daily overtime, a new workday begins at the time the employee reported for work.

b. If callbacks do not merge with their scheduled start time, non-sworn employees will be compensated a minimum of two hours at the appropriate rate. These two hours include any Special Compensation permitted, consistent with the guidance provided in Section 206.10 Special Compensation (Court and Approved Functions During Off-Duty Hours).

1. The overtime rate will be at one and one-half times the regular rate of base pay for all hours worked over 40 in the work week.

2. If selected, compensatory time will be accrued at one and one-half hours for all hours worked over 40 in the work week. Compensatory time earned in one quarter that is not taken by the end of the next two quarters will be automatically converted into overtime pay for sworn employees.

3. The procedures for police officer call back are outlined in the meet & confer agreement, as applicable. Generally, if a police officer is called during call back hours for police-related business questions, while ordinarily off duty, the police officer will be compensated with either overtime or compensatory time for the amount of the time of the call.

1. Non-exempt employees will be paid overtime pay at a rate of one and one-half times their regular pay for all hours worked over forty (40) in a work week.

2. Exempt employees will be credited with compensatory time when they work more than eighty (80) hours in a biweekly pay cycle. Compensatory time will be accrued at the rate of one hour for each hour over the standard workday. Refer to City of Dallas, Personnel Rules Sec. 34-24 Compensatory Leave for guidelines applicable to compensatory time earned by non-sworn exempt employees.

1. Bureau and Division Commanders must document overtime worked by completing a compensatory or overtime card, which will be maintained as a departmental record. All other employees will report any overtime worked to the next level supervisor or commander by completing a compensatory or overtime card. The approving supervisor must sign the compensatory or overtime card.

a. Overtime - use Form Pol-00877 Rev 6/89, Application For Overtime (pink card). Overtime earned will be entered into the payroll system as outlined General Order 206.04.E.

b. Compensatory Time - use Form Sup-01549 Rev 2/95, Request for Compensatory Time (white card).

Compensatory time earned will be entered into the payroll system as outlined General Order 206.04.E

c. Overtime and compensatory time will be logged by entering time in IWM or by completing a pink overtime and/or a white compensatory card. The time still must be entered into the payroll system. The method that time is logged is at the discretion of the Division Commander.

2. Sworn employees will be paid at the Temporary Assignment Pay (T.A.P.) rate for overtime duties resulting from a temporary assignment. If the duties do not involve those of the T.A.P. position, overtime will be paid at the rate of the regular position. When overtime is to be paid at the T.A.P. rate, the T.A.P overtime pay code for the rank the employee is acting will be selected in the payroll system.

3. Each Organizational Commander will keep the Overtime and Compensatory Time cards as back-up records to employees’ individual time cards. The Overtime and Compensatory Time cards will be retained in accordance with the Department's Records Retention and Disposition Schedule.

4. Employees incorrectly paid overtime or credited with compensatory time will report it immediately to their supervisor. The supervisor will ensure that the Payroll Team is notified so that adjustments can be made on the payroll. Employees will not make any adjustments between themselves because it would leave the payroll records in error.

1. Employees appealing a grievance or disciplinary action before an Assistant City Manager, an Administrative Law Judge, a Trial Board, or the Civil Service Board will not be compensated for off-duty appearances unless so ordered or when responding to a subpoena. Employees whose appeals occur during regular hours will be compensated at their regular rate of pay.

2. Employees serving as witnesses at a grievance or disciplinary appeal hearing before an Assistant City Manager, an Administrative Law Judge, a Trial Board, or the Civil Service Board will be compensated for off-duty appearances if they were summoned by subpoena, received a notice issued by the Legal Services Section, or received verbal notification from the City Manager’s Office/Civil Service Board. Employees serving as witnesses during regular hours will be compensated at their regular rate of pay.

1. In the event of an emergency, the Chief of Police or the Duty Commander, pursuant to the authority delegated by the Chief of Police, may authorize a supervisor to require officers to work more than forty hours in a calendar week.

a. This decision will be documented through a group appropriate MDC transmission or an audible radio transmission to the Communications Dispatcher.

b. The Chief of Police or Duty Commander will monitor the situation to relieve officers in a reasonable and timely manner.

2. An emergency is an unexpected happening or event or an unforeseen situation or crisis that calls for immediate action. Emergencies include:

a. Severe weather events.

b. Major incidents that require extended perimeter traffic control.

c. Spontaneous crowd control problems or a barricaded person that utilizes a high number of field resources.

d. Fallen aircraft or mass casualty situation.

e. Any other unexpected happening or event or unforeseen situation or crisis that calls for immediate action as determined by the Chief of Police or Duty Commander pursuant to the authority delegated by the Chief of Police.

3. Nothing in this section prohibits any supervisor from requesting volunteers to work more than forty hours in a work week.

1. Reporting early or staying late in conjunction with an employee’s scheduled work shift as referenced in 206.08 B.

2. Immediately before or after working an R/O day. (When an employee is required to return to work before working an R/O day or after working an R/O, as defined in 206.10 A, special compensation will be permitted.)

3. When less than one hour exists between the end of the scheduled work shift and the beginning of the after-hours assignment except when actual travel between facilities (defined as a sufficient distance to reasonably require travel by a motor vehicle) is required.

4. When less than one hour exists between the end of the after-hours assignment and the beginning of the scheduled work shift except when actual travel between facilities (defined as a sufficient distance to reasonably require travel by a motor vehicle) is required.

5. When the time for the special compensation overlaps in any way with any off-duty employment.

6. For instances of voluntary overtime/compensatory assignments as defined by the Department.

1. Reporting early or staying late in conjunction with an employee’s scheduled work shift as referenced in 206.08 B.

2. Immediately before or after working an R/O day. (When an employee is required to return to work before working an R/O day or after working an R/O, as defined in 206.10 A, special compensation will be permitted.)

3. When less than one hour exists between the end of the scheduled work shift and the beginning of the after-hours assignment except when actual travel between facilities (defined as a sufficient distance to reasonably require travel by a motor vehicle) is required.

4. When less than one hour exists between the end of the after-hours assignment and the beginning of the scheduled work shift except when actual travel between facilities (defined as a sufficient distance to reasonably require travel by a motor vehicle) is required.

5. When the time for the special compensation overlaps in any way with any off-duty employment.

1. When properly subpoenaed in conjunction with their department-related duties to attend judicial functions in a county other than Dallas, Collin, Denton, Kaufman, or Rockwall Counties, employees will be furnished transportation and expenses. 

2. Employees will be compensated for court/judicial assignments for the time actually traveling to and spent in court or the judicial function until released by the court or prosecutor. Employees will receive overtime or compensatory time for any amount of time over their normal duty tour while in duty status, including travel time.

3. In cases where witness fees are paid to an employee, such fees will be refunded to the City of Dallas through the Manager of the Equipment Services Section. The refund will not exceed the amount of expenses drawn or claimed from the city.

1. Division and Section Commanders will review the need for each out of town trip to help curtail overtime and compensatory time.

2. If feasible, out of town trips will be made during an employee's normal tour of duty.

1. Be approved in an “On Call” position by the officer’s Bureau Commander;

2. Be continuously tied to a communication device (i.e., police radio, telephone, Blackberry, etc) for immediate contact and response;

3. Modified behavior (i.e., not consume intoxicants or any similar substance(s) that impairs action or performance);

4. Be required to respond to the communication notice by arriving at the designated location within 30 minutes or less of the notice in appropriate police attire; and

5. Be subject to discipline for failure to respond.

1. Sworn employees, temporarily fulfilling the duties of a higher grade for any length of time, will be compensated at the rate of that higher grade. The key consideration in determining eligibility for Temporary Assignment Pay (which will be referred to as T.A.P.) is that an employee is actually assigned to perform the duties of the higher grade.

2. When supervisors of the ranks of Sergeant or higher will not be available to fulfill their duties, an acting supervisor may be appointed. This will include absences of full or partial days for unpaid leave, vacation leave, sick leave, other paid leave, administrative leave, or while out of the city on official business. The appointees will perform the duties of their regular position and the position to which they have been appointed. It is not always necessary to appoint someone to fulfill the duties of a higher grade; however, when circumstances dictate that a subordinate rank performs activities clearly assigned to the superior, then T.A.P. must be approved.

3. An Acting Commander will not be appointed when Division Commanders or above are on their normal days off or outside of administrative hours. If the Commander works administrative hours and the Acting Commander works an alternate work schedule, the Acting Commander can only receive T.A.P. for the hours the Commander would normally work.

4. A Sergeant performing the duties of a Watch Commander in a patrol position or other division would qualify for T.A.P.

5. Assignments as Acting Sergeants may be rotated among members of the work group who have completed their probationary periods. Assignments of Acting Commander may be rotated or determined by the needs of the Department.

6. Senior Corporals or Police Officers assigned to Patrol Bureaus will not be assigned as Acting Supervisors. Other Sergeants assigned to the watch should assume supervisory duties for Sergeants on off days or vacation.

1. In all cases, some form of written authorization must be maintained at the organizational level. These authorizations may take the form of detail sheets, memoranda, etc., and will be kept in accordance with the Records Retention and Disposition Schedule.

2. Requests for T.A.P. will be entered into the payroll system. Time will be reported in hours and/or tenths of hours.

1. A sworn employee filling in at the next higher grade will receive compensation based on current years in rank. In other words, base pay will be the same step in the higher-level rank as the step of the officer’s current rank. For example, a first year Lieutenant filling in for a Captain or Major will receive the pay of a first year Captain or Major. A second year Sergeant filling in for a Lieutenant will receive the pay of a second year Lieutenant.

2. For serving two or more ranks higher, base pay will be the step in the higher-level rank that provides at least a 10% increase.

3. A sworn employee acting in a higher salaried non-sworn position will receive compensation of 5% above the sworn employee’s current base salary. The non-sworn maximum salary must be greater than the maximum of the sworn rank in order for the sworn member to receive T.A.P.

4. Overtime will be paid at the T.A.P. rate for duties resulting from the temporary assignment. No T.A.P. overtime will be earned for overtime duties that do not involve those of the T.A.P. position.

1. All Principal FTOs will receive $100.00 per month Assignment Pay. Relief FTO’s assigned to train a recruit in an intermittent basis when needed (less than 30 days) will not receive this assignment pay.

2. All FTOs may earn a maximum of 0.6 hours overtime pay/compensatory time for each day they actually train a recruit, lateral recruit, or Reserve Officer, and complete a DOR or when serving as class advisor to a recruit class. An FTO may earn one hour (1.0) of overtime pay/compensatory time each week for completing the Weekly DOR Review for their assigned recruit. FTOs may earn a maximum one (1.0) hour of overtime pay/ compensatory time on the day in which they complete the End of Phase Evaluation Report. If on the same day the FTO trains a recruit, completes the Weekly Review, and completes an End of the Phase Evaluation, then the FTO may earn a total of 2.6 hours of overtime pay/compensatory time that day. A separate entry must be completed for each day of overtime claimed.

3. If a Principal FTO requests to be removed from an FTO assignment, is dismissed from the assignment, or

transfers to another assignment, FTO Assignment Pay will be discontinued.

4. A Personnel Action Request will be completed and forwarded for approval to the Field Training Program Commander to initiate and terminate FTO Assignment Pay.

5. Relief FTO's assigned to a training rotation to train a recruit for a period of 30 days or longer will receive assignment pay for that period. A Personnel Action Request will be completed by the FTO’s supervisor and forwarded for approval to the Field Training Program Commander to initiate the assignment pay. The assignment pay will be discontinued as soon as the relief FTO is no longer assigned to the training rotation. A Personnel Action Request be completed by the FTO’s supervisor and forwarded immediately for approval to the Field Training Program Commander to terminate the assignment pay.

6. All off-duty FTO's who attend quarterly meetings will earn overtime for the actual time spent in the meeting plus a maximum one (1) hour special compensation.

1. 6 years service - $100 per month.

2. 8 years service - $125 per month.

3. 10 years service - $150 per month.

1. The follow-up investigation of criminal offenses and for the filing and preparation of criminal cases for prosecution

2. For conducting internal audit investigations, administrative investigations on prospective police employees or for alleged misconduct by employees.

3. Investigation and preparation of nuisance abatement litigation cases.

1. Approved courses and training received in the Armed Forces for college credit.

2. Approved courses completed while attending a Police Academy. Credit is given only after completion of the prerequisites set forth by the accrediting institution.

3. Credits for the College Level Examination Program (CLEP). CLEP consists of college level examinations that allow an individual to receive college credit after demonstrating proficiency in a specific subject. Up to 12 CLEP hours from an accredited institution may be accepted.

4. Technical courses, business skill classes, and other non-degree courses completed at other trade or technical schools.

5. Only grades of A, B, C, or D are acceptable, unless the transcript indicates that the grade of S or P is equivalent to a grade of C or higher. A grade point average of 2.0 or higher must be maintained.

1. A certified transcript must be personally submitted to the Human Resources Department, Uniform Payroll Team.

2. The Uniform Payroll Team will verify institutional accreditation, semester hours earned, and that the courses were counted in grade points toward a degree.

3. After verification of this information, the requesting officer will sign a statement that all information is correct as listed.

1. The position includes a high level of public contact requiring that one third or more of work activities involve communication with the public.

2. The additional language skills are beneficial in the performance of job duties.

3. The presence of the additional language skills will have a positive impact on the Department's delivery of service.

1. To take a civil service examination;

2. To take a physical examination required by the city;

3. To make an oral appeal before the Civil Service board, collision review board, or any other board or committee (except the City Council) whose function may affect the employee’s work status;

4. To vote in a city, state, or national election;

5. For urgent personal reasons;

6. For other circumstances at the discretion of the Chief of Police; or

7. While pending disciplinary action.

A. Sworn officers may take business leave for the purpose of attending to the business of an employee organization. An “employee organization” includes the Black Police Association of Greater Dallas, Dallas Police Association, or the National Latino Law Enforcement Organization.

B. Business Leave Accounts and Donation of Time

1. A sworn officer may donate up to two hours for each month of accumulated vacation or compensatory time, up to a maximum of 24 hours, during a calendar year to the business leave account of an employee organization. The City Controller’s Office shall establish and maintain a business leave account for each employee organization.

2. A sworn officer must authorize the donation by completing the “Business Leave Donation Request” form which is available on the “N:\ Drive” in the Forms Miscellaneous folder. This form must be submitted to and approved by the City Controller’s Office. After receiving the signed authorization on an approved form, the City Controller’s Office will transfer donated time to the account monthly until the City Controller’s Office receives the sworn officer’s written revocation of the authorization.

C. Requesting and Using Business Leave

1. Only a sworn officer who is a member of an employee organization may use, for business leave purposes, the time donated to an employee organization’s business leave account. A sworn officer may use the time in that officer’s employee organization’s business leave account without receiving a reduction in salary and without reimbursing the department.

2. An officer who wishes to access the time available in an employee organization’s business leave account must complete the “Business Leave Time Request” form which is available on the “N:\ Drive” in the Forms Miscellaneous folder. This form must be submitted to the Bureau Commander through the officer’s chain of command by the president, the equivalent officer of the employee organization, or by the officer’s designee. Once approved the form must be forwarded to the City Controller’s Office. If there are no available hours in an employee organization’s business leave time account, then all costs associated with the business leave, including wages, pension and other costs must be reimbursed to the City of Dallas.

3. A supervisor shall grant a request for business leave that complies with Section C2 unless:

a. Denial of the request is necessary because of an emergency, or

b. A grant of the request would result in having an insufficient number of police officers to carry out normal functions of the department.

D. Accounting and Limits

1. The City Controller’s Office shall account for the time donated to an account and used from an account. The City Controller’s Office shall credit and debit an employee organization’s business leave time account on an hour-for- hour basis without regard to the cash value of the time donated or used.

2. Business leave may be granted for a period of not less than one-half day up to the full amount needed. An employee organization may not use more than 4,000 hours from its business leave time account in one calendar year.

3. The use of business leave by a sworn officer is not a break in service for any purpose and is treated as any other paid leave.

A. Employees who use their personal vehicle for official City business are eligible for mileage reimbursement. The guidelines for seeking mileage reimbursement are provided in Administrative Directive 3-20 “Reimbursement For The Use Of Employee Owned Vehicles.”

B. Reimbursement miles for official City business include miles driven to work related training only if such training is held at a facility that is not owned or operated by the City of Dallas. Reimbursable miles for training are limited to those miles driven in excess of the distance traveled by the employee to their normal work site. For example, if the employee normally drives ten miles each way to their regular assignment but must drive fifteen miles to a facility not owned or operated by the City of Dallas then the excess five miles (round trip total of ten) is reimbursable at the current rate specified in A.D. 3-20.

C. Employees seeking mileage reimbursement must complete a “Mileage Reimbursement Request” form. This form is available on the N drive in the Forms folder under Purchasing. The employee must indicate on this form the total miles that are reimbursable (total miles driven less the miles the employee would normally travel to work). This form should be submitted to the employee’s chain of command, through the Organizational Commander for approval, and forwarded to the Purchasing & Payables Unit for processing.

A. Restricted duty is defined as an employment status in which a sworn officer is assigned outside of the patrol and investigative functions, is not expected to perform enforcement duties, and contact with the public is minimized. Generally speaking, the officer will perform staff support duties.

B. Work hours of Restricted Duty may be departmental administrative hours or the hours of any of the three watches used in patrol or investigative assignments. Determination of work hours will be made by the individual’s Division Commander, with consideration being given to the officer’s current duty hours and days off.

C. Officers placed on Restricted Duty will continue to carry their badge, identification card, warrant of appointment, and duty weapon, unless instructed otherwise, but will wear civilian attire to and from work, and while on duty. If the duty weapon was taken for evidentiary purposes, the Firearms Training Center will provide a weapon in the interim.

D. Officers will not be permitted to work at police-related off-duty employment jobs.

E. Officers may become ineligible for various assignment pays (Field Training, Patrol Duty, Shift, etc.) due to placement on Restricted Duty for a period of five days or longer.

A. Trade Time allows an eligible sworn employee to work the shift of another sworn employee who has exhausted all paid leave or supplemental benefits and who is unable to work due to serious illness or injury to himself or certain family members. Pursuant to applicable law, the absent employee whose shift is being worked will be credited and paid as if he or she worked the covered shift.

B. Eligibility of Absent Officer

Trade Time will be considered for a sworn employee:

1. Who has suffered a severe or life-threatening injury or illness that prevents the employee from performing any type of work, and after the employee has exhausted all accrued, paid leave including sick, vacation, compensatory, AIL, mandatory City leave and all workers compensation income benefits, if applicable.

2. To care for a spouse, son, daughter, or parent who has suffered a severe or life-threatening injury or illness, and after the employee has exhausted all accrued, paid leave including sick, vacation, compensatory, AIL and mandatory City leave.

C. Approval of Absent Officer

1. The employee (or employee’s supervisor if the employee is incapacitated) must complete a memo outlining the circumstances justifying the use and approval of Trade Time.

2. The employee’s memo will be forwarded through his or her chain of command to the Division Commander for approval by each level.

3. The chain of command will review the memo to determine if all eligibility requirements have been met.

4. If approved, a copy of the memo will be provided to the employee and his or her immediate supervisor, and the original will be forwarded to the Personnel Division, Personnel Services Unit. A copy of the approved memo will be maintained at the Division level.

D. Eligibility of Substituting Officer

1. The substituting officer must work in the same capacity as the absent officer and have the ability to perform the absent officer’s normally assigned duties (e.g. patrol officer for patrol officer, detective for detective).

2. The substituting officer must have the approval of the absent officer’s immediate supervisor, who will determine the substituting officer’s suitability to perform the absent employee’s duties.

3. An employee is eligible to substitute for an officer of a different rank if the substituting officer is able to perform the absent employee’s specific assigned duties, and if the substituting officer has the approval of the absent officer’s Division Commander.

4. A substituting officer must work for an absent employee on the substituting officer’s normal off day and may not take leave in order to work for an absent officer. This does not prevent a substituting officer from working a shift different than their regularly assigned shift as long as all provisions of this order are met, including the limitation on maximum number of hours worked.

5. Hours worked by the substituting officer will not be considered in determining whether the substituting officer is entitled to weekly overtime compensation.

6. If an officer substitutes for an absent officer, each officer will be credited as if he or she worked his or her normal schedule for that shift. Though off of work, the absent officer is credited as if he or she actually worked his or her normal shift. Likewise, the substituting officer, though working, will still be shown as if he or she were on his or her normal day off.

7. Substituting for an absent officer is a purely voluntary assignment. If a properly approved substituting officer fails to cover the absent officer’s shift, the absent officer will not receive credit or pay for that shift.

8. The maximum number of hours a substituting officer can work is governed by the off-duty job policy, G.O. 421.01 (D), which states:

Total work hours are limited to 16 hours in a 24 hour period and not to exceed 112 hours in a given work week.

E. Approval of Substituting Officer

1. Contact the immediate supervisor of the absent officer to determine:

a. If he or she is eligible to perform the absent officer’s job,

b. What shift the substituting officer will work.

2. Complete the online Special Duty Request after he or she is approved to work for the absent officer. The substituting officer will:

a. Select DPD–Trade Time from the Search Available Employer link,

b. Select “Trade Time” for duty type,

c. Add the date, start, and end times of the special duty, and

d. Will enter “BADGE” and then the absent officer’s badge number in the request note box (i.e. BADGE XXXX).

3. Contact the absent officer’s immediate supervisor for approval of the Special Duty Request.

F. Duties of Absent Officer’s Supervisor

1. Ensure that the absent officer has completed a memo outlining the circumstances that would justify the use of Trade Time (or complete the memo, if the employee is incapacitated).

2. Forward the memo through the chain of command to the Division Commander.

3. When notified of approval for Trade Time, the supervisor will ensure that the absent officer has exhausted all accrued leave time, including vacation, compensatory, sick, AIL, and mandatory City leave. If an absent officer has accrued at least 8 hours of time (or 10 if working a 10 hour shift) since being approved for Trade Time, the supervisor will ensure that the accrued time is taken before scheduling a substituting officer. A substituting officer must cover the entire shift and will not be allowed to work a partial shift.

4. When contacted by an officer wanting to substitute for an eligible absent officer, the supervisor will ensure that the substituting officer is capable of performing the specific duties required of the absent officer’s position. The supervisor will approve or deny the substituting officer’s request. If the substituting officer is of a different rank than the absent officer, the supervisor will ensure that the request is forwarded to the absent officer’s Division Commander for approval.

5. If initial approval is given to a substituting officer, the supervisor will ensure that the substituting officer completes a Special Duty Request and will then approve it.

G. Recordkeeping

1. Payroll system

For the day a substitution is made for an absent officer:

a. No entry will be made for an absent officer in order to correctly credit the absent officer for a day worked.

b. No entry will be made for a substituting officer for the time worked for an absent officer.

2. Time Cards

a. Time cards for an absent officer will continue to be maintained as required in G.O. 206.02.

b. For the day a substitution is made for an absent officer, the time card of an absent officer will be marked “R/T”.

c. No entry will be entered for a substituting officer for the time worked for an absent officer.

3. Detail Sheet

For the day a substituting officer works for an absent officer, the detail will reflect the absent officer’s name with the substituting officer’s name and badge number to the side in parentheses.

A. FLEX time is a balancing time entry process only, is not paid leave, and is not a benefit of employment. FLEX time will be utilized by exempt employees (the rank of Major and above) to document working additional time during the pay period and taking off within the same pay period. The use of FLEX time will be outlined in the City of Dallas Administrative Directives.

B. Flex time is not to be confused with an altered work schedule. For example, if an employee attends court before their shift, a supervisor may approve an altered work schedule for that day and allow the employee to leave work once they reached their scheduled daily work hours (with keeping minimum staffing in mind).

A. Eligibility

1. Employees who have experienced a traumatic event while on duty or have experienced multiple events which have resulted in a cumulative traumatic effect are eligible to receive paid mental health leave. The need for mental health leave must be verified by a licensed psychiatrist, psychologist, licensed counselor, therapist, or other mental health provider.

2. Traumatic Event means actual death, serious injury, or physical abuse, either of oneself or of another, during the employee’s scope of employment that is outside the typical experiences of the employee’s work environment and causes the employee to experience unusually strong emotional reactions or feelings that have the potential to cause lasting adverse effects on their functioning and mental, physical, social, or emotional well-being. A traumatic event does not include personality conflicts or disagreements between or among supervisors and/or co-workers.

3. Employees who are determined to be eligible are allowed up to five days of mental health leave per fiscal year. Additional mental health leave may be considered on a case-by-case basis.

4. Use of mental health leave will not affect an employee’s salary, sick leave, vacation leave, holiday, or other paid leave balances.

B. Applying for Mental Health Leave and Confidentiality

1. Employees with questions regarding the use of mental health leave may contact a member of the Department’s Wellness Unit or Psychological Services Unit.

2. Mental Health Leave Forms, which include one form for the employee and a separate form for the provider, are available in the Wellness Unit, Psychological Services Unit, or can be downloaded directly from the N: drive.

3. The Wellness Unit can assist employees with the forms required for a mental health leave request.

4. The Wellness Unit will maintain a current list of all mental health services and resources available to employees.

5. Requests for mental health leave may be submitted to the Wellness Unit, Psychological Services Unit, or directly to Human Resources for review at the following email: CODEmployeePaidLeave@dallascityhall.com.

6. Mental Health Leave will be entered into Workday as Administrative Leave.

7. All requests for mental health leave and any medical information related to mental health leave in accordance with this section will remain confidential to the extent allowed by law and will be kept separate from the employee’s personnel or departmental file.

The Employee Shift Swap Program (“Swap Program”) maintains minimum staffing levels needed to deliver necessary police services. The Swap Program allows employees to swap shifts with another employee to take time off from work when there is no availability to take off due to minimum staffing requirements, by finding a qualified replacement to work their shift. This program applies to all employees of the Dallas Police Department.

A. Employees having their request for time off denied because of minimum staffing may find a qualified employee to work as a replacement within the same pay week (Wednesday through Tuesday) and same shift length (8- hour or 10-hour shifts).

1. “Swap” means that two qualifying employees work each other’s shifts, with supervisor approval, and subject to the parameters set forth below.

B. The request to swap shifts must be:

1. Made no less than 72 hours prior to the shift during which the time off is to be taken. If the request is made less than 72 hours prior to the shift, then the affected watch/unit commander may waive the time requirement.

2. Approved by the requesting employees’ supervisor or higher authority (if the supervisor is not available).

i. The supervisor shall deny a Swap Request if the qualifications are not met.

ii. The supervisor has discretion to deny a Swap Request where the qualifications are met but the supervisor deems that the swap is not in the best interest of the department.

1. Denials of Swap Requests are not grievable

3. Indicated on the Swap Request form, which is available on DPD’s Intranet under the resources page in the forms link.

4. Employees should not accrue overtime as a result of swapping shifts (due to being required to swap shifts within the same work week of the same number of hours) except for hours worked that exceed the normal shift time. For example, if an officer swaps an 8-hour shift, but the officer working the swapped shift is required to work 10 hours, the 2 additional hours would count towards hours worked for overtime purposes for the officer who worked the additional hours.

iii. Note that if an employee works a swapped shift that results in overtime due to an error, the employee must be paid overtime for all time worked over 40 hours in the work week; however, the party responsible for the error may be subject to disciplinary action.

C. Once the Swap Request has been granted, the supervisor responsible for maintaining the detail shall document the following in the detail:

1. Name of the requesting officer;

2. Number of hours being taken off;

3. Name of the replacement officer;

4. Dates and days being swapped.

D. Qualifications

1. Employees who are swapping shifts through the Swap Program must work in the same capacity as their counterparts in the trade, have the ability to perform the same duties and be in the same shift/division.

Examples below but not limited to:

• call answering officer for call answering officer,

• FTO for FTO,

• detective for a detective,

• 911 Dispatcher for 911 Dispatcher.

E. Violations

1. A first-time failure of an employee to cover their swapped shift shall result in a 90-day disqualification from participating in the Swap Program and may be investigated in accordance with the department’s disciplinary system.

2. Any subsequent violation shall result in a mandatory 6-month disqualification from Swap Program participation and shall be investigated in accordance with the department’s disciplinary system.

3. A third violation shall result in a mandatory one (1) year disqualification from Swap Program participation and shall be investigated in accordance with the department’s disciplinary system.

F. Swap Program Tracking

1. Each Division will maintain a Swap Log at the division documenting all occasions when the SORP is utilized. (The log is available on the DPD Intranet under forms.)

2. Each Division will keep the original copy of the Swap Request form for three (3) years from the date of the request.

G. Voluntariness

1. Participation in Swap Program is voluntary

2. A supervisor may suggest that an employee swap shifts with another employee working in the same capacity during regularly scheduled hours, but each employee is free to refuse to perform such work without sanction and without being required to explain or justify the decision.

H. Restrictions

1. Employees are prohibited from taking leave time in order to work for an absent employee. Employees may only swap their scheduled shifts.

2. Employees will still be required to follow all leave time policies and procedures in the City’s personnel rules and DPD’s General Orders.

1. A written request must be sent through the Workers Compensation Team to the Director of Risk Management for approval, prior to any hospital or medical treatment for injuries sustained prior to July 1, 1974, except in an emergency.

2. The City of Dallas, Human Resources Department, must be billed directly by all doctors, hospitals, and pharmacies for expenses incurred as a result of injuries sustained prior to July 1, 1974.

3. Subsequent aggravation, relapse, or re-injury traceable to a specific time or event after July 1, 1974, is considered to be a new injury and will be handled as such.

1. For injuries sustained by employees on or after July 1, 1974, that require treatment or hospitalization, a supervisor will complete the right side of a City of Dallas Order for Medical Treatment form. The form will be given by the supervisor or employee, as circumstances dictate, to the attending physician who will complete the left side of the form.

2. The physician will retain the goldenrod copy for billing purposes. The remaining four copies will be returned to the department. The supervisor will place a photocopy in the employee's medical record folder. The white, green, canary, and pink copies will be forwarded to the Workers Compensation Team.

3. The appropriate servicing agent for the City of Dallas must be billed directly by all doctors, hospitals, and pharmacies for expenses incurred by employees for on-duty injuries. The appropriate servicing agent will be listed on the City of Dallas Order for Medical Treatment form. Exceptions should be brought to the attention of the Workers Compensation Team.

1. A first-aid report will be submitted by the immediate supervisor or acting supervisor on all employees who receive minor injuries that do not require medical treatment or lost time.

2. First-aid reports will be completed in full, using the City of Dallas Supervisor's Injury Investigation Report. These will be utilized in case complications arise at a later date and the employee requires medical treatment and/or loses time from work.

1. When any employee reasonably believes he/she has been exposed to a communicable disease while on duty, the employee will notify the immediate supervisor as soon as possible. Exposure to flu or colds is not covered within the scope of this policy.

2. Upon notification, the supervisor or acting supervisor will complete the City of Dallas Supervisor's Injury Investigation Report and forward it to the Workers Compensation Team within 24 hours.

3. If any employee suspects that he/she has been exposed to Acquired Immune Deficiency Syndrome (AIDS), the employee should notify the supervisor or acting supervisor for submission of the City of Dallas Supervisor's Injury Investigation Report. See Section 438.00 for further information on AIDS.

1. An employee, after release to limited duty status by the treating physician, is required to contact the department’s Workers’ Compensation Coordinator no later than one (1) day following the notice of release. The purpose for contact is to schedule an appointment to obtain and review the bona fide offer of employment and receive temporary assignment.

2. The employee must schedule the appointment time for a date prior to returning to work in a limited duty capacity.

3. This requirement applies to an employee temporarily disabled due to any on or off-duty injury/illness.

4. The employee must provide a completed Physician’s Limited Duty Recommendation form (pages 9 and 10 of A.D. 3-55) from the treating physician to be eligible for the limited duty assignment.

1. the position offered;

2. the duties of the position;

3. the awareness of and willingness to abide by the physical limitation under which the employee or the treating physician have authorized the employee to return to work;

4. the maximum physical requirements;

5. the wage;

6. the location of the employment;

7. the time frame (length of assignment up to 16 weeks).

1. Does not include the ability to make a forcible arrest and/or;

2. Does not include the ability to qualify with a pistol or shotgun, as long as the employee has a current exemption from said qualifications on file with the Dallas Police Department from TCOLE.

1. Must maintain TCOLE certification from the State of Texas.

2. May only wear their uniform if qualified to carry a pistol.

3. They will not wear their uniform in public except where the essential function of the position they hold requires a uniform in public.

4. Are not permitted to accept off-duty police related jobs.

1. The term medical records includes the following:

a. City of Dallas Order for Medical Treatment.

b. City of Dallas Supervisor's Injury Investigation Report.

c. Dallas Police Department Supervisor's Investigation of Injury Report.

d. Supervisor's Supplemental Report of Injury Form.

e. Physician's Limited Duty Recommendation.

f. Letters from physicians.

g. Copies of prescriptions for on-duty injuries.

h. Records of employment physicals.

i. Records of driver physicals.

2. The term secure area means a location not normally accessible to the general public or employees in a room that can be locked during non-duty hours. Access to medical files should be limited to a need to know basis or when reasonable accommodation is requested.

1. When Organizational Commanders determine that a notary vacancy exists, they will advise their own Notary Coordinator to provide the applicant with an application. The applicant will return the completed application to the originating Notary Coordinator for review.

2. Organizational Commanders will forward the completed application and a cover memorandum justifying the request to the Departmental Notary Coordinator in the Legal Services Section.

3. The Departmental Notary Coordinator will determine the authorized number of notaries for the ORG number making the request and the current number of departmental commissions and:

a. If department maximum has not been reached, will forward the completed application, along with the cover memorandum, to Risk Management. The Legal Services Section Commander will endorse the cover memo by signature, title, and the word "approved.”

b. If the request would cause the number of notaries to exceed the departmental maximum allowed, will forward all paperwork to the Assistant Director, Financial and Contract Management Division, for review.

4. When an employee receives a notary bond, it should be taken immediately to the organizational Notary Coordinator to be signed and notarized. (A bond must be processed within ten days).

5. The ORG-level Notary Coordinator will personally take the bond, a cover memorandum, and receipt memorandum to the Departmental Notary Coordinator, who will forward the packet to Risk Management.

6. Employees are responsible for providing their Notary Coordinator with the following:

a. Date commission expires.

b. Change in home address (renewals cannot be forwarded).

c. Notification if employee is transferred.

7. The ORG-level Notary Coordinators will notify the Departmental Coordinator when an employee having a notary commission transfers, resigns or retires.

1. Employees will be notified by mail approximately three months prior to the expiration of their commissions.

2. Employees must advise their Notary Coordinator when they receive notification that their commission is about to expire or if any name corrections are needed.

3. Renewal requests will follow the same procedures as those used for new applications.

1. The request will identify the aspects of the project along with any funding identified and chain of command approval.

2. Once the Technology Advisory Board request is received, a meeting will be scheduled to discuss the scope of the project and any resources (DPD and non-DPD) needed.

3. An Immediate Business Technology Request will be completed, to include quotes for equipment and/or software.

1. Requests to change information systems will be addressed by CIS. Each change request will be carefully examined for system impact, system compatibility, developmental programming costs, and continuing operational costs.

2. If a request is for on-line data or for services that are readily available to the Department, the project will be assigned to a member of CIS.

3. If a request for data is not on-line or a service is not readily available to the Department, the project will be referred to CIS.

1. CIS regarding proper software usage.

2. Financial and Contract Management Division regarding software purchase.

1. Copy for personal use, or otherwise reproduce, distribute, lend, or exchange copyrighted computer software.

2. Place games upon City of Dallas computer equipment. Games embedded in software applications will be deleted unless removal interferes with software performance.

3. Install or use any software in violation of a manufacturer’s license agreement in the course of conducting Department business.

4. Load personal software on City of Dallas computers without written approval from the Organizational Commander.

1. Employees comply with all applicable statutes, software manufacturer license agreements, and Department procedures concerning the use of computer systems and software.

2. If permitted by the software product license agreement, only a single back-up copy is made of licensed commercial software assigned to their organization.

a. The right to maintain an archive copy of software shall be a requirement of every software procurement specification.

b. The right to maintain an emergency back-up location of software shall be a requirement of every mission critical software procurement specification.

3. All licensed software is tagged and accounted for in accordance with General Order Section 809.00 (Fixed Assets and Equipment), which requires an organizational level, to conduct an inventory annually or when there is a change-of-command.

4. Documentation of software ownership is maintained in a readily accessible, secure location, with a copy sent to CIS.

5. Donated and seized computer software ownership is documented and transferred in accordance with manufacturer’s requirements.

6. They are provided a password for any protected computer equipment or application.

A.   In accordance with the Texas License to Carry Handgun Laws, honorably retired, full time peace officers and active full time peace officers may make application to be issued a License to Carry Handgun.

B.   This order establishes departmental procedures for processing requests made by active or retired officer applicants in accordance with the requirements outlined in the Texas License to Carry Handgun Laws.

A.    The Texas License to Carry Handgun Laws stipulate that a license may be issued to a retired full time peace officer if the applicant is honorably retired and physically and emotionally fit to possess a handgun. The Texas License to Carry Handgun Laws state honorably retired means the applicant:

1.  Did not retire in lieu of any disciplinary action.

2.  Is entitled to receive a pension or annuity for service as a law enforcement officer.

B.   In accordance with the requirements of the Texas License to Carry Handgun Laws, retirees wishing to make application must prepare a letter to the Chief of Police requesting that he provide a recommendation to the Director, Texas Department of Public Safety, as to the applicant retiree’s suitability for being issued a License to Carry Handgun. Application may be made on the first day the individual is no longer employed by the Department. The applicant’s letter will be sent to the Special Research Team of the Personnel and Development Division.

C.    The recommendation, which will be done by the Special Research Team and based upon information in the applicant’s personnel file will contain:

1.  The name and retired rank of the applicant.

2.  The last date the applicant was a member of the Department.

3.  The total number of full years (not including partial years) that the applicant was a full-time peace officer of this Department.

4.  The status of the applicant at the time of retirement (i.e., whether the applicant was accused or charged with any disciplinary action).

5.  Whether the applicant was recommended as eligible for rehire (if not, the reason(s) the applicant was not eligible).

6.  Whether the applicant was physically sound and free from physical defects at the time of retirement.

7.  Whether the applicant appeared to be in satisfactory psychological and emotional health at the time of retirement.

8.  The type (revolver or semi-automatic pistol) and caliber of any weapons the applicant was qualified on at the time of retirement.

D.   Upon receipt of the applicant’s letter and the recommendation letter from the Special Research Team, the Chief of Police will endorse a sworn statement recommending or not recommending the applicant be issued a License to Carry Handgun.

E.    The Personnel and Development Division will forward the sworn statement to the retiree for continuation of actions as required by law.

F.   The Department will permit retired officers who are issued a License To Carry Handgun within these provisions the opportunity to annually qualify at the Firearms Training Center for proficiency on the category of weapon licensed. The retired officer will furnish the ammunition needed for qualification. The Rangemaster will determine the scheduling and maintain a record of retired officer qualifications.

A.    In accordance with the requirements of the Texas License to Carry Handgun Laws, active officers wishing to make application must prepare a letter to the Chief of Police requesting that he provide a recommendation to the Director, Texas Department of Public Safety, as to the applicant officer’s suitability for being issued a License to Carry Handgun. The applicant’s letter will be sent to the Special Research Team of the Personnel and Development Division.

B.   Active officers will attach a copy of their Internal Affairs Division Resume to their request and provide the packet to the immediate supervisor.

C.     The immediate supervisor will make a written recommendation containing the following:

1.  The name and rank of the applicant.

2.  Note of any accusations of misconduct and their dispositions from the applicant’s Internal Affairs Division Resume.

3.  Whether the applicant is physically sound and free from physical defects (to the best of the supervisor’s knowledge).

4. Whether the applicant appeared to be in satisfactory psychological and emotional health (to the best of the supervisor’s knowledge).

5.  The type (revolver or semi-automatic pistol) and caliber of any weapons the applicant qualified on during the preceding year.

6.  Whether the applicant is presently the subject of an internal investigation.

D.     The chain-of-command will indicate their concurrence or non-concurrence with the recommendation.

E.     Upon receipt of the applicant’s letter and the recommendation letter from the Special Research Team, the Chief of Police will endorse a sworn statement recommending or not recommending the officer be issued a License to Carry Handgun.

F. The Personnel and Development Division will forward the sworn statement to the applicant for continuation of actions as required by law.

G. Active officers must comply with General Order 418.07 (Secondary Weapons) regarding secondary weapons, both off duty and back-up.

A. In accordance with the Texas Penal Code Chapter 46, Texas Senate Bill No. 117, Section 1, Subchapter H, Occupations Code Section 1701.357, and H.R. 218 – The Law Enforcement Officer’s Safety Act of 2004, an honorably retired peace officer with not less than twenty (20) years of service may make application for a certificate of proficiency to carry a handgun in the State of Texas or an honorably retired peace officer with not less than fifteen

(15) years of service may make application for a certificate of proficiency to carry a concealed handgun in the United States of America.

B. All application requests made by honorably retired applicants in accordance with the requirements should be directed to the Special Research Team and the Applicant Processing Team of the Personnel and Development Division for a new identification card. Only then will the applicant be directed to the Firearms Training Center to obtain a qualification date and time. The Police Department shall have final authority in the interpretation of the State of Texas Honorably Retired Peace Officer Statute and H.R. 218 – The Law Enforcement Officer’s Safety Act of 2004.

C. Upon time for renewal of the Weapon Proficiency Certificate, the retired officer must only contact the Firearms Training Center in order to set up a qualification date and time, and to receive a renewed certificate.

D. A criminal history check will be completed on every retired officer each time a certificate is requested.